Comprehensive Program Review Self-Study Report Business Services Area:
Accounting, Budgeting, Purchasing, Warehousing, Cashier’s Office, Mailroom and Duplication Departments
2012-2013
Area 1 - Division or Program Overview
1.1 The Business Services Area continues to provide professional and timely services in response to the needs of the District and community. The Business Services Area strives to continually work to improve the various business processes used across the District, while maintaining a positive and rewarding working environment. The goal is to maintain accurate and current information regarding federal, state and local policies. In addition, we promote a safe and secure campus environment, while fostering student success.
The Business Services Area also provides fiscal oversight to the campus from a District-wide perspective that supports the Antelope Valley Community College vision and leverages expertise. By facilitating long-term financial planning, the Business Services Area can better provide effective and meaningful financial information that meets the needs of the District staff, community members and students.
1.2 Place an “X” by each Institutional Learning Outcome (ILO) supported by the division or program.
X Analyze diverse perspectives from a variety of disciplines and experiences that contribute to the development of self-awareness. __ Value and apply lifelong learning skills required for employment, basic skills, transfer education, and personal development.__ Demonstrate a breadth of knowledge and experiences from the humanities, social and behavioral sciences, arts, natural sciences, and mathematics.X Solve problems using oral and written communication, critical thinking and listening skills, planning and decision-making skills, information literacy, and a variety
of technologies.X Demonstrate good citizenship and teamwork through respect, tolerance, cultural
awareness, and the role of diversity in modern society.__ Identify career opportunities that contribute to the economic well-being of the community.
1.3 Strengths, Weaknesses, Opportunities and Threats (SWOT) Analysis as per the Business Services survey sent out November 2012
Strengths: What we do best- Professional, helpful, accommodating and friendly staff- Team is caring and punctual- Cohesive team with dedicated and knowledgeable employees- Team environment has “Can do” attitudes- Going beyond and above
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Weaknesses: What we need to work on- Organizational structure- Inadequate staffing to address over 750 annual deadlines- A clearer budgeting process- Lack of budget projection software and integrated systems that require a lot of manual work
and leaves room for errors- Training on business services functions, suggestions from survey include FLEX and new
hire orientation- Electronic ordering, delivery and travel procedures- Communication of processes and procedural changes- Better budget reporting to fund managers- Update and automate forms- Simple budget information provided with regular updates- Inclusion of fund managers in budget allocations/reduction at the division/department level- Legend of personnel and functions so people know who to go to
Opportunities: What we can do to strengthen our weaknesses- Improve the organization structure- Add staffing to address shortfalls- Automating systems and forms- Provide training and routine budget updates- Improving the communication and involvement of fund managers in the budgeting process- Upgrading the skill set of the department- Centralized grants management- Centralized purchasing management- Internal audit capability- Centralizing District cashiering functions
Threats: What we need to be aware of when looking at strengthening our weaknesses- Automating systems can be expensive- The time it takes to complete projects out of the ordinary due to inadequate staffing is
excessive- Increased risk from lack of oversight in certain areas due to inadequate staffing, i.e., missing
deadlines, lack of training, minimal communication- Budget cuts make it difficult to request resources
1.3 This program review is led by Diana Keelen, Director of Business Services.
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1.4 The draft program review was developed with the business services team. Requests for input were sent to the following individuals:
Debby Hackenberg, Accounting & Budgeting Supervisor Angie Musial, Buyer Kim Carlson, Accountant Chris Garcia, Accountant Lori Braverman, Accounting Assistant II Rachel Patin, Accounting Assistant II Denise Anderson, Clerical III Lisa Diaz, Student Accounts Technician Sheri Lajoie, Accounting Assistant II Stan Moore, Warehouse Coordinator Teresa Cooper, Warehouse Assistant Susan Weitz, Mail/Duplication Technician Teri Johnson, Mail/Duplication Technician
Area 2 - Data Analysis
2.1 There are some departments that may be driven by headcount, FTES and student PT/FT enrollment data. The business office; however, is not one of them. We are an indirect support function to the entire district. Our reporting requirements are fixed or tied to specific program, i.e., DSPS, Calworks, etc. See Appendix A. None of these requirements would go away if FTES was decreased. The number of reports that are required for the business office to provide are not directly correlated with the number of students served. As you can see in the transaction information provided in the metrics below, FTES declined from 2010-2011 and 2011-2012; however, the number of budget transactions increased by 22%.
2.2 See 2.1.
2.3 Not Applicable
2.4 Not Applicable
2.5 Not Applicable
2.6 Not Applicable
2.7 Not Applicable
2.8 The business office processes numerous transactions on a daily basis. Below is a chart to show the level of these transactions.
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Metrics 2009-2010 2010-2011 2011-2012
Funded FTES 11,088 11,371 10,499*
Accounting TransactionsAccounts Payable/Expenses 1,203 1,224 1,081Accounts Receivable/Deposits 119 194 82Journal Entry Transactions 582 1,001 411Auxiliary Requests 214 230 279Auxiliary Deposits 239 288 353Auxiliary Checks 309 267 340Total Accounting Transactions 2,666 3,204 2,546
Purchasing TransactionsPurchase Orders 3,213 2,768 2,572Change Orders 1,118 1,039 947Purchase Order Cancellations 243 216 204Total Purchasing Transactions 4,574 4,023 3,723
Budgeting TransactionsLine Item Budgets 11,430 10,304 12,603Budget Transfers/Changes 4,954 2,304 2,738Total Budgeting Transactions 16,384 12,608 15,341
Grand Total Transactions 23,624 19,835 21,610
The accounting department is responsible for processing all general ledger transactions to include revenue and expenditures. Below is a trend of
* Estimated, not final
The business services area handles over 750 deadlines on an annual basis. Several deadlines are due in the same timeframe and the lack of adequate staffing creates stress on the team and risks inaccurate reporting to meet the deadline. See Microsoft Project timeline of deadlines at the end
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2009-2010 2010-2011 2011-2012District Revenue 120,045,996 151,727,830 125,565,295District Expenditures 156,495,668 164,360,397 142,651,082
2009-2010 2010-2011 2011-2012 2012-2013 *Grant Revenue 8,825,805 6,832,704 6,968,490 8,862,204
of this program review. Below is a graph of personnel and hours spent on deadlines per year. The deadlines below do not include recurring meetings or projects.
Area 3 - Outcomes
3.1 Not Applicable.
3.2 2008-2012 operational outcomes (OO)
OO #1 - Ensure that the fiscal activities of the district are conducted in accordance with General Accepted Accounting Principles, the Budget and Accounting Manual and the Financial Accounting Standards Board.
Assessment: The Director of Business Services was a member of the Chancellor’s Office work group to rewrite the Chancellor’s Office Budget and Accounting Manual (BAM) in 2009-2010. The final BAM was released in 2012. For the first time since 1979, there were no audit findings in 2009-2010 and 2010-2011.
OO #2 - Be able to adapt to changes and requirements to support campus and district needs/cutbacks.
Assessment: During the past several years, there have been significant reductions to revenue from the State of California that has affected reductions at the District. On numerous occasions,
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budget information has been presented to various groups to improve transparency and create awareness. The financial information changes constantly and the business office has assisted in providing timely response and recommendations to address these changes. The budget processes could be improved by creating a link from resource request to budgeting. The various systems could be integrated to ensure that there is transparency and control of budget information is given to the fund managers. The need to staff the department with a budget analyst is essential since all budget transfers and analysis are performed by the accounting staff.
OO #3 - Implement effective internal controls to ensure that administration will have a process to evaluate significant changes in the fiscal environment and make necessary changes, timely and financial and educational adjustments.
Assessment: Several policies and procedures were developed in 2010 and posted on the business services website to assist with fiscal compliance. http://www.avc.edu/administration/busserv/ . In 2009 and 2010, the IRS levied the District for issues with tax filings. The lack of the accounting and budgeting supervisor left a gap in reconciliation and review. There was extensive communication by the Accountant and Director; however, the need for the accounting and budget supervisor was made evident in ensuring that accounting reconciliations were done timely. There was too much risk and training was lacking with the staff in the accounting department by not having this position hired over a two year period. In order to assist with meeting the OO, the accounting and budgeting supervisor was hired. The need for an internal auditor has become apparent with the many varying offices in the foundation, corporate and community education, associated student organization, bookstore, cafeteria and District. In order to ensure fiscal compliance and effective internal controls an internal auditor is needed to routinely monitor the fiscal environment and propose changes.
Accomplishments:
2008-2009- Instituted line item budgets
2009-2010- Implemented automated disbursements through HigherOne- Created autofill business services forms that calculate automatically as opposed to manual
calculations- Solar project construction and financing agreement completed
2010-2011- Created benefits estimator worksheet and made available on public website- Created Strategic Planning and Budget Development Handbook - Created Automated duplication process- Implemented the Chancellor’s Office Tax Offset Program (COTOP) to collect aged student
accounts receivables2011-2012- Created online web-based purchase request to purchase order inquiry- Established a purchasing newsletter
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- Implemented automated payment plans for students- Established a multi-year budget plan and cashflow projections- Established Microsoft Project schedule of deadlines- Established Other Post Employments Benefits (OPEB) Plan- Electric Vehicle Charging Stations made available- Training videos made available
o Apportionment 101o Budget Allocation 101o Proposition 98 101
Need to change operational outcomes:
After collecting extensive data, the need to change the operational outcomes to align more with the Key Performance Indicators (KPI) came about. Below are changes to the operational outcomes using the SMART criteria: Specific, Measurable, Attainable, Relevant, and Timely.
2013 – 2017 Operational Outcomes
Operational Outcome #1: Ensure annual reporting deadlines are met (see 2012-2013 KeyDeadlines (Microsoft Project) below
Measure: A ratio of deadlines met/deadlines to determine the \ % of completion Target: 95% on time completion
Operational Outcome #2: Ensure an evaluation of business processes for automation occurs annually
Measure: An annual review of business processes that yield a count of automated processes Target: Increase annual automations
Operational Outcome #3: Ensure access to compliant and detailed financial information internally and externally Measure: A survey to assess stakeholder satisfaction with the level of access to financial information Target: Increase in stakeholder satisfaction regarding access to financial information
Operational Outcome #4: Pursue revenue generating opportunities and reduce costs where practical
Measure: Annual review and report identifying the steps needed to track and identify these opportunities Target: Developing a tracking system to identify revenue generating ideas and cost reduction
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Area 4 - Stakeholder Assessment
4.1 A survey was conducted in November of 2012 and below is the results of the 90 respondents.
19%
81%
Satisfaction of Business Services Overall
% Not Satisifed% Satisified
81% of the respondents are satisfied with business services. The remaining 19% that are dissatisfied are broken out by service type and function below.
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Consulta
tion
Ability t
o mee
t dea
dlines
Accurac
y of in
formati
on
Presen
tation of in
formati
on
Profes
sionali
sm0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
15% 13%20% 19% 14%
85% 88%80% 81% 86%
Satisfaction of Services
% Satisified% Not Satisifed
Overall, the majority of those who responded are satisfied with the level of services provided by business services. The top 3 are consultation, ability to meet deadlines and professionalism. The bottom two services are accuracy of information and presentation of information. This can be improved by addressing the lack of staffing and segregated systems as indicated from the SWOT analysis above and comments provided by campus stakeholders.
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Budgets
Training
Audits
Reports
Grants
Purchasi
ng Tra
vel
Accounting
Cashier
's Office
Warehouse
Mail/D
uplication
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
43%31%
14% 20% 13% 16% 16% 12% 5% 5% 6%
57%69%
86% 80% 87% 84% 84% 88% 95% 95% 94%
Satisfaction of Functions
% Satisified% Not Satisifed
Overall, the majority of people who responded are satisfied with the functions of business services. The top three areas are Cashier’s Office, Warehouse and Mail/Duplication functions. The three areas of improvement are budgets, training and reports. This solidifies the need to improve the organizational structure of business services by hiring additional staff and also addressing the segregation of systems. Please refer to SWOT analysis above and staffing recommendations below that would help improve the results of this survey.
Area 5 - Goals and Objectives
5.1 Indicate the status of each goal identified in the most recent comprehensive self-study report and last year’s annual report as completed, in progress or terminated. Please see section 3.2 for updates in this section.
5.2 Not Applicable.
5.3 List program goals and objectives related to improving operational outcomes. Consider program services, operations, assessments, collaborations, scheduling, location, technology, etc.
Immediate Term (up to 3 years) Goal #1: To implement an integrated system and hire additional staffingObjectives: In 2010, a team of Antelope Valley employees conducted a site visit to Kern and College of the Sequoias to understand their Banner implementation processes. Mt. San Antonio College was also involved via a teleconference. A pro/con listing was established, along with a cost benefit analysis and implementation timeline. It was recommended that
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Banner Finance be the first module implemented and then payroll and human resources modules. This can be done in Phases or simultaneously depending upon available funding.
Goal #2: Move from Paper Purchase Requisition Forms to Electronic Purchase Requisitions. The objective of the electronic requisitions is to expedite the entire purchasing process by eliminating the need to manually fill out paper requisition forms and pass them back and forth between requesters, approvers, and the business services area staff. It will also enable requester's to follow their requisitions to see where they are at in the purchasing process (approval, receipt of merchandise, and payment to vendor).
Goal #3: Implement new travel procedures. The objective is to eliminate the excess of manual forms that are currently required and enroll in Statewide Travel System to allow requester's to book their own travel through Concur, the Statewide Travel System website (similar to other online travel booking websites). By eliminating forms and allowing requester's to book their travel online we will be expediting the entire approval and booking process for travel.
Short Term (3 to 5 years) Goal #1: To become fiscally responsible and improve the organizational structure of the organization to be more aligned with similar DistrictsObjectives: In order to fully utilize the integrated system, the next step after integration is work towards becoming fiscally responsible. Until a District is considered fiscally responsible, the LACOE systems will have to run in conjunction with the integrated system. After implementation and completion of an annual independent audit, the District should move towards becoming fiscally responsible. This will eliminate having to operate in the existing systems as well as the integrated system.
Long Term (6 or more years) Goal #1: To create a long-term departmental strategic plan to assist with the future needs of the DistrictObjectives: In order to do this, a needs assessment would need to be performed to include functions, space, staffing and equipment
Area 6 - Resource Planning
If applicable, describe significant resource needs that should be addressed immediately, short term and long term. The Educational Master Plan, outcomes assessment reports and/or data analysis must provide reference information to support requested resources. If there may be safety issues, enrollment consequences or other important concerns if a resource is not provided please make this known.
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6.1 The Business Services Area will need additional staffing, including increased skill set level positions.
Contracts/Purchasing Manager (1)Purchasing processes approximately 3,700 – 4,000 purchase orders each year. This department also assists with large Request for Proposals (RFPs) and handles all travel arrangements. Orders are submitted at the individual department or division level. In order to become effective with operational outcome #4: Pursue revenue generating opportunities and reduce costs where practical, there are opportunities to leverage the District-wide buying that would result in price breaks and discounts, as opposed to individual ordering, saving money. This level of negotiation and analysis needs to be performed by a manager level function. Additionally, there are over 150 recurring contracts each year that are not centralized. In 2009, a State-wide study was conducted requesting if Districts had a buyer or contracts manager equivalent position. 25 Districts responded to the survey and the information collected showed that between 8,000 - 10,000 FTES colleges start to move from a single buyer position to a buyer and a contracts manager equivalent position. Below is the scatter gram of results.
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Purchasing/Contracts Manager Position/FTESTotal Responses 25
FTES20,000+
18,000
16,000
14,000
12,000
10,000
8,000
6,000
4,000
2,000
YES NO14 11
Grants Manager/Writer (1)In order to become effective with operational outcome #4: Pursue revenue generating opportunities and reduce costs where practical, the current grant process is not centralized and the college does not have a grant writer. There are numerous opportunities to apply for grant funds that are left at the division level. The opportunities are not being leveraged with the District as a whole. Generating revenue becomes critical when there are budget cuts to colleges. Without a centralized function, the opportunities are lost or not pursued. A grants manager/writer would pursue funding opportunities, write grants and leverage the District as a whole as opposed to the individual division level. Coordination would be done between the grants manager/writer and the divisions.
Internal Auditor/Compliance Analyst (1)In order to effective with Operational Outcome #3: Ensure access to compliant and detailed financial information internally and externally, an internal auditor/compliance analyst is needed. There are several areas at risk including PCI Compliance issues, internal auditing in general, cash handling controls, and streamlined business processes. The internal auditor/compliance analyst would be responsible for developing an internal controls/compliance plan document to assist the district in ensuring that there are not any deficiencies and establish a corrective action plan to address any deficiencies.
Budget Analyst (1)In order to become effective with Operational Outcome #3: Ensure access to compliant and detailed financial information internally and externally, budgets are done at the line item detail level. Currently, there are 12,603 individual budget lines and 2,738 budget changes each fiscal year. The budget analyst would also be involved in assisting the divisions and deans in budget development, monitoring changes and providing recommendations.
Technical Analyst – System Effectiveness (1)In order to be more effective with Operational Outcome #2: Ensure an evaluation of business processes for automation occurs annually, a technical analyst is necessary to evaluate potential opportunities to automate processes or evaluate a more effective systems solution. Presently, there is a technical analyst in Financial Aid, Enrollment Management and Counseling. The Business Services Area also deals with the Banner and multiple other systems (see the A”maze”ing Systems Diagram below). There are also several manual documents that are routed throughout the District. In the business office alone, there are at least 18 manual forms as follows:
Purchase requisitions
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Warehouse requisitions Procurement card shopping list Sole Source Justification Form Auxiliary requisitions Request for revolving cash Flight booking information form Meal Money request & signature form Change Order request form Trip Request Request for travel reimbursement Request for mileage reimbursement Equipment Transfer Form Loan of Equipment Form Surplus Equipment Form Bulk Mailing Request Form Duplication Request Form Publication Approval Form
Technical Analyst – Business Process and Reporting (1)In order to become effective with Operational Outcome #3: Ensure access to compliant and detailed financial information internally and externally, business processes are continually evolving and technology solutions are needed in order to keep up with these changes. There are 750 deadlines and various reports that are due annually from the Business Services Area. The majority of these reports are manual or require manipulating data to become useful or in the requested format. There needs to be an evaluation of the process in which information is utilized in these reports to reduce possible error and more effectively utilize existing accounting staff.
Administrative Assistant (1)In order to become effective in all Operational Outcomes, the business services area is responsible for all accounting, budgeting, purchasing, warehousing, inventory control, asset management, cashiering, mailroom and duplication functions. This is comprised of 5 different departments spread across 4 different locations on campus. There is one clerical assistant III in the area, but this position assists the buyer. There is no other clerical support. The Director of Business Services is the highest management position, along with the Director of Facilities Planning. The Director of Facilities Planning has an administrative assistant. In order to create consistency and an adequate level of support, an administrative assistant is needed in the business services area to assist in organizing files, coordinating and setting up meetings and supporting the administrative functions of the Director.
Grants Coordinator (1)
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In order to become effective with operational outcome #4: Pursue revenue generating opportunities and reduce costs where practical, a grants coordinator will be needed to coordinate with the various offices and be the liaison to the grant writer. This would allow the grant writer to focus on pursing and writing grants and the coordinator would be the point of contact to collect information needed by the various divisions/departments.
Inventory Control Assistant (1)In order to become effective with Operational Outcome #3: Ensure access to compliant and detailed financial information internally and externally, the District is required to conduct an asset re-inventory every two years in order to comply with Governmental Accounting Standards Board (GASB) 34 & 35. Tracking and locating inventory has been extensive with the expansion of new, larger facilities on the main campus, a center at Palmdale and a Foxfield site. There is risk in not reporting accurate information since oversight is lacking in this area.
6.2 List additional/updated technology resources needed to improve outcomes and student achievement. List needs in priority order. Explain how the resources will improve outcomes and/or student achievement.
- Integrated financial system. The business services area is in need of an updated and integrated financial system. Currently, various transactions that affect the accounting general ledger are segregated or manually processed into the general ledger. There are three main segregated systems that create challenges in producing accurate and timely financial information. The Antelope Valley College is fiscally dependent upon the Los Angeles County Office of Education (LACOE). LACOE uses the Peoplesoft system for financial transactions and Human Resources System (HRS) for payroll transactions. LACOE serves all K-12 and higher education in the Los Angeles county. Because the majority of those who utilize the LACOE systems are K-12, the systems are geared towards K-12. This creates several challenges with our student accounts receivable and financial aid as K-12 does not have this function. In order for us to utilize student accounts receivable and financial aid, we have implemented the Banner student module. Banner is not integrated with Peoplesoft or tied to HRS. All Banner output has to manually be entered into the Peoplesoft or HRS systems. Also, with an integrated system, you own the data rights and have the ability to program the software to fit your individual District needs. LACOE will not allow districts to have the ability to write to the software or upload Banner data into the Peoplesoft system. Community colleges of our size, migrate towards an integrated system. There are three possibilities: Banner, Peoplesoft or Datatel. Since we have already migrated Banner student, implementing the other modules: Payroll, HR and Finance would create less manual effort and create more effective and timely reporting. An integrated system would improve operational outcome #3: Ensure access to compliant and detailed information is available both internally and externally. With the current segregated system, only the business office and human
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resources office have access to detailed information. This is because the rights of these systems are determined by LACOE. Fund managers have limited top level information and requests for detailed information have to be requested and then provided by the business office. An integrated system would give the detailed information directly to the user.
Cabrillo, Butte, Citrus colleges are all similar in FTES. Below are the systems and staffing levels of these colleges.
Three community college with similar FTES as Antelope Valley College were contacted to
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The Antelope Valley College A“Maze”ing System
Forms
Leave Tracking
Budget Development Microsoft
Excel
LLL
HRS
Peoplesoft
RAD
SACS
Banner aS
AssetWorks
Labor
District Bank
Accounts aS Other
Bank Accounts
aS
CC&E
Revolving Cash
Auxiliary Faculty Senority
Fees & Deposits
Classified Senority
Scholarship & Loan
Foundation
ASO Cafeteria
Bookstore
Nelnet
Financial Aid
Scholarships
Official Payments Loans
Third Party Payments
SDA Views
DNP
Quickbooks Prism
Quickbooks GAPS VA
Legend Extraction Report Manual Input Systems Connected
Financial Aid
COTOP
Refunds HigherOne
Manual Check
Wire
The A”maze”ing System
review their systems and organizational structures within their business departments. The resultsare below:
Cabrillo 2012-2013 Business Office Staffing
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4; 22%
4; 22%
10; 56%
Manager/ SupervsiorClassified Pro-fessionalClassified Support
Type of Staff
Type of staff does not include payroll staff to give “Apples to Apples” comparison
Vice President, Finance & Administrative
Services
Director Purchasing, Contracts & Risk
Management
Buyer
Purchasing Specialist
Warehouse Assistant
Delivery Services Assistant
Duplications Assistant
Mailroom Assistant
Director of Business Services
Fiscal Services Manager
Fiscal Analyst (2)
Accountant
Senior Accounting Specialst (3)
Accounting Specialist (3)
Payroll Techcology Specialist Payroll Techincan (2)
Administrative Assistant
Cabrillo 2012-2013 Systems Overview
Butte 2012-2013 Business Office Staffing
18
19
3; 18%2; 12%
12; 71%
Manager/ SupervsiorClassified Profes-sional
Type of Staff
Type of staff does not include payroll staff to give “Apples to Apples” comparison
Vice President for Administration
Director of Facilities
Supervisor, Custodial, Mail Services & Asset
Management
Lead Mail Services & Asset
Management
Mail Service and Asset Management
Assistants (2)
Printing Lead
Senior Technician
Print Assistant
Manager Business Contracts/Risk Management
Director of Business Services
Payroll Specialist
Payroll Technician (2)
Senior Account Clerk (6)
Accountant (2)
Account Clerk II (Vacant)
Adminstrative Assistant
Butte 2012-2013 Systems Overview
Citrus 2012-2013 Business Office Staffing
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Butte Community College Systems
DatatelStudent
Accounts Receivable
Purchasing
Finance G/L &
Budgets
Payroll
Inventory/ Asset Mgmt
County System
(Treasury)
Bank Accounts
Lack of Position Control &
Budget Projections
Spreadsheets
Manual Forms
Extraction Report
Legend
Extraction Report
Manual Input
Systems Connected
Citrus 2012-2013 Systems Overview
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4; 22%
4; 22%10;
56%
Manager/ SupervsiorClassified Pro-fessionalClassified Support
Type of Staff
Type of staff does not include payroll staff to give “Apples to Apples” comparison
VP, Admin Services
Fiscal Services Director
Accounting Supervisor
Accounting Techicians (3)
Accounts Payable Clerks
(2)
Burser Coordinator
Cashier (Vacant)
Payroll Lead
Payroll Techs (2)
Director of Purchasing & Warehouse
Senior Buyer
Buyer (2)
Transportion/ Warehouse
Coordinator (2)
Mailroom Coordinator
Purchasing Administrative
Secretary I
Reprographics Supervisor
Administrative Assistant
Citrus has similar systems to Antelope Valley College.
Antelope Valley College 2012-2013 Current Business Office Staffing
The goal for Business Services Office staffing for Antelope Valley Colleges is as follows:
2; 13%
2; 13%
11; 73%
Manager/ Supervsior
Classified Pro-fessional
Classified Support
22
Director of Business Services
Accounting & Budgeting Supervisor
Accountant (2)
Accounting Assistant III
Accounting Assistant II (3)
Student Accounts Technician
Cashier (Vacant)
Buyer Clerical Assistant III
Warehouse Coordinator
Warehouse Assistant (1.5)
Mail/Dup Technicians (2)
Antelope Val-ley College
Butte Community
College
Cabrillo Community
College
Citrus Community
College
00.5
11.5
22.5
33.5
44.5
23 3 4
2012-2013 Business Office Manager/Supervisor Comparison
Manager/Supervisor
Antelope V
alley C
ollege
Butte Community
College
Cabrill
o Community Colleg
e
Citrus C
ommunity Colle
ge048
1216
13 14
16 16
2012-2013 Classified Business Office Professional/Support Comparison
Classified Professional/Support
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Similar Systems and FTES to AVC
Similar Systems and FTES to AVC
Antelope Val-ley College
Butte Community
College
Cabrillo Community
College
Citrus Community
College
0
2
4
6
8
10
12
14
1112
6
11
2012-2013 Classified Support
Classified Support
Antelope V
alley C
ollege
Butte Community
College
Cabrill
o Community Colleg
e
Citrus C
ommunity Colle
ge02468
1012
2 2
10
5
2012-2013 Classified Professional
Classified Professional
24
Similar Systems and FTES to AVC
Similar Systems and FTES to AVC
Citrus college is the closest in similar FTES and systems. However, they have twice as manymanagement staff. Citrus has 16 classified support and believe that they are understaffed. Antelope Valley currently has 13 classified support. That is a 23% reduction comparable toCitrus College. The goal for the Business Services Area staffing is as follows:
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Director of Business Services
Accounting & Budgeting Supervisor
Accountants (2)
Accounting Assistant III (1)
Accounting Assistant II (3)
Student Accounts Technician
Cashier
Budget Analyst
Contracts/Purchasing Manager
Buyer
Change Purchasing Clerical Assistant III to Jr. Buyer
Warehouse Coordinator
Warehouse Assistant (1.5)
Inventory Control Assistant
Mail/Dup Technician (2)
Grants Manager
Grants Coordinator
Internal Auditor Administrative Assistant
Technical Analyst, Systems Technical Analyst, Process Improvmt/Trainer
6.3 List facilities/physical resources (remodels, renovations or new) needed to provide a safe and appropriate student learning and/or work environment. List needs in priority order.
In order to accommodate additional staffing and storage requirements, it is recommended that the entire A154 area be dedicated to business services. The business office currently shares an office with the Dean of Institutional Effectiveness and Academic Senate. This would create two additional offices and space for reconfiguring the cubicles. This would create adequate space for the business office needed to improve operational outcomes.
6.4 Identify financial resources needed to improve outcomes and/or student achievement. List needs in priority order.
The business office also needs an increase in consulting services. There is a need to assist with the segregated systems issues that involve technical expertise. We have a Banner consultant for student accounts receivable that comes out each year for one week to assist in migrating back to Banner baseline. Over the years, we’ve created home grown solutions to issues that Banner baseline already addresses in their updates in regards to our application of payments, billing, drop for non payment and other student accounts receivable issues. When Banner was first implemented, there was no consultant in the student accounts area. Just recently in 2010, we started to have the consultant come once a year to offer training. There is a need to expand this to quarterly visits to facilitate resolution of the Banner issues. We also need support in other financial system areas.
The business office would also need an additional fax machine. Currently, there is one fax machine that is shared between accounting and purchasing. This creates several challenges because both have high demand needs for fax machine use. This will help the business office in operational outcome #1: Ensure annual reporting deadlines are met. Both accounts payable and purchasing are high volume areas that require separate fax machines. Currently, there is a bottleneck in sending out purchase orders and receiving faxed invoices and someone in the business office has to separate these out, which the order of faxes are coordinated.
The business office would need additional supply budget to support the increase in staffing.
6.5 Identify professional development resources needed to improve outcomes and/or facilitate student achievement. List needs in priority order.
The business services staff have varying skill sets; from budgeting to accounting to purchasing to logistical support to duplication and mail services. There are several professional organization that specialize in these areas and would provide professional development and improve all operational outcomes in business services. They include:
o Association of California Community College Administrators
26
o Association of Chief Business Officialso California Association of School Business Officialso Council of Supply Chain Management Professionalso National Contract Management Associationo Association of College & University Auditorso Western Association of College and University Business Officerso Financial Crisis Management and Assistance Teamo School Services of Californiao Association of Mail & Parcel Centerso American Chain of Warehouseso Department of Transportation/Hazmat Trainingo Los Angeles County Office of Education Training programs
Area 7 - Recommendations and Comments
7.1 Industry standard is to separate procurement from fiscal functions. Both have very different skill sets and specializations. If you notice the organizational structures in three comparable community colleges: Butte, Cabrillo and Citrus; there is a director of business services/procurement and a director of fiscal services equivalent. Presently, there is one director of business services performing both functions. The business office is too lean and encompasses several varying skill set areas. As a result of personnel being spread thin, there is undue stress and pressure on the team to try and cover all of these varying areas. Other comparable districts have addressed this issue by adequately staffing the business office. The two districts that have 3 managers as opposed to the 4 that Citrus has, have instituted an integrated system. Citrus has a similar FTES and system structure that we do, but has twice as many managers and 23% more classified staff to deal with these issues.
7.2 What changes in the program review process would improve institutional effectiveness or make the results more helpful to the program? A holistic view of the varying areas as integrated into the district and a needs assessment performed. A good example would be that Institutional research, the foundation and business services have identified the need for a grant manager. Program reviews are done by individual department or division but I believe there is a lot of overlap in identifying the needs of the district, not just on an area by area view.
27
2012-2013 Key Deadlines (Microsoft Project)
Task Name Start Finish Work Resource NamesBusiness Office Schedule of Activities Mon 7/2/12 Fri 6/28/13 6,397.8 hrs
July Mon 7/2/12 Tue 7/31/12 1,051.37 hrs
General Activities Mon 7/2/12 Tue 7/31/12 156.33 hrs 4th of July Holiday Wed 7/4/12 Wed 7/4/12 0 hrs
SACs Update Mon 7/2/12 Mon 7/30/12 50 hrs Categorical Accountant,Student Accounts Technician
Cashflow Analysis Tue 7/31/12 Tue 7/31/12 6 hrs Director of Business Services Post LCGL014S Categorical Expense Report Mon 7/2/12 Mon 7/30/12 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Mon 7/2/12 Mon 7/30/12 2 hrs Clerical III
Trial Balance Review Mon 7/2/12 Mon 7/30/12 6 hrs Clerical III,Director of Business Services
Internal Controls Audit Preparation Mon 7/2/12 Tue 7/17/12 77.33 hrs Clerical III,Director of Business
Services Posting Audit Adjustments Mon 7/2/12 Mon 7/2/12 2 hrs Director of Business Services
Post Board Financials to Website
Mon 7/16/12 Mon 7/16/12 1 hr Accounting & Budgeting Supervisor
Approve Employee Timesheets
Wed 7/25/12 Wed 7/25/12 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Banner Fall 1st Drop Tue 7/10/12 Tue 7/10/12 8 hrs Student Accounts Technician Fiscal Year Closing Activities Mon 7/2/12 Tue 7/31/12 662.53 hrs
Miscellaneous EOY Activities (Research, Other reconciliations)
Mon 7/2/12 Tue 7/31/12 285.75 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor,Director of Business Services,Categorical Accountant,Accounting Assistant III,A/P Accounting Assistant II,A/P Accounting Assistant II-2
9795 Reconciliation-All Funds Mon 7/2/12 Tue 7/31/12 31.45 hrs Director of Business Services
Last Day to Post Deposits for Prior Year Mon 7/2/12 Fri 7/6/12 25 hrs Accounting Assistant III
Last Day to post payroll Thu 7/5/12 Thu 7/5/12 0 hrs Last Day to enter auditable vouchers for accrual
Mon 7/2/12 Fri 7/6/12 53.33 hrs A/P Accounting Assistant II,A/P Accounting Assistant II-2
28
District receives outstanding PO listing Mon 7/9/12 Fri 7/13/12 80 hrs
A/P Accounting Assistant II,A/P Accounting Assistant II-2,Buyer,Capital Outlay Accountant,Categorical Accountant
Post Annual Cash in Bank
Mon 7/16/12 Fri 7/20/12 6 hrs Accounting & Budgeting Supervisor
Interest Income Reconciliation Tue 7/17/12 Thu 7/19/12 6 hrs Director of Business Services
Due To/Due From - 9310/9610
Wed 7/18/12 Thu 7/19/12 8 hrs Accounting & Budgeting Supervisor
Last Day to enter non auditable PO vouchers
Mon 7/16/12 Thu 7/19/12 16 hrs A/P Accounting Assistant II,A/P
Accounting Assistant II-2
Mass PO finalize/cancel
Mon 7/16/12 Thu 7/19/12 24 hrs
Capital Outlay Accountant,A/P Accounting Assistant II,A/P Accounting Assistant II-2
Accounts Payable Review PO listing for accrual
Mon 7/23/12 Fri 7/27/12 40 hrs
Capital Outlay Accountant,Categorical Accountant,A/P Accounting Assistant II,A/P Accounting Assistant II-2,Accounting & Budgeting Supervisor
Accounts Payable Accruals - 9520
Mon 7/23/12 Thu 7/26/12 16 hrs A/P Accounting Assistant II,A/P
Accounting Assistant II-2
Accounts Receivable - 9200
Mon 7/23/12 Thu 7/26/12 20 hrs
Capital Outlay Accountant,Categorical Accountant,Accounting Assistant III
Deferred Revenue for Applicable Restricted Programs
Mon 7/23/12 Fri 7/27/12 21 hrs Categorical Accountant,Director of
Business Services
Last Day for Express Vouchers
Mon 7/23/12 Fri 7/27/12 20 hrs A/P Accounting Assistant II,A/P
Accounting Assistant II-2 Annual Enrollment Fee Reconciliation
Mon 7/30/12 Mon 7/30/12 2 hrs Director of Business Services
Annual Property Tax Reconciliation
Mon 7/30/12 Mon 7/30/12 2 hrs Director of Business Services
4th Qtr Lottery Accrual Mon 7/30/12 Mon 7/30/12 2 hrs Director of Business Services
Annual Apportionment Reconcilliation
Mon 7/30/12 Mon 7/30/12 4 hrs Director of Business Services
Reconciliations Mon 7/2/12 Tue 7/31/12 115.5 hrs
Accounts Payable Reconciliation
Mon 7/16/12 Fri 7/20/12 15 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Mon 7/23/12
Fri 7/27/12 8 hrs Capital Outlay Accountant,Accounting &
29
Budgeting Supervisor Accounts Receivable Reconciliation-Restricted
Mon 7/16/12 Fri 7/20/12 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Tue 7/31/12 Tue 7/31/12 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Mon 7/16/12 Mon 7/16/12 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Mon 7/16/12 Mon 7/16/12 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Mon 7/16/12 Mon 7/16/12 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Mon 7/16/12 Mon 7/16/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account Tue 7/17/12 Tue 7/17/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account
Wed 7/18/12 Wed 7/18/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account Thu 7/19/12 Thu 7/19/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Fri 7/20/12 Fri 7/20/12 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Period 998 Opens for adjustments Thu 7/26/12 Thu 7/26/12 0 hrs
Monthly Reconciliation of Student Finanical Aid Account
Mon 7/23/12 Fri 7/27/12 22 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Mon 7/23/12 Tue 7/31/12 26 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Verify 3th Qtr Lottery Receipt Tue 7/31/12 Tue 7/31/12 0.5 hrs Director of Business Services
Reconcile Error Accounts - 1999/2999/3999 Tue 7/31/12 Tue 7/31/12 4 hrs Capital Outlay Accountant
Budget Planning/Review Activities Mon 7/2/12 Tue 7/31/12 4 hrs
California State Budget Signed Mon 7/2/12 Mon 7/2/12 0 hrs Director of Business Services
Advanced Apportionment Mon 7/23/12 Mon 7/23/12 2 hrs Director of Business Services
Budget Workshop Tue 7/31/12 Tue 7/31/12 2 hrs Director of Business Services Reports/Contracts Due Mon 7/2/12 Tue 7/31/12 113 hrs Final 320 Mon 7/2/12 Fri 7/13/12 30 hrs Director of Business Services Quarterly Taxes-State Mon Tue 7/31/12 24 hrs Accounting & Budgeting Supervisor
30
(SUI) & Federal Return 7/16/12 Reconcile Revolving Cash & Report On PO Report
Mon 7/2/12 Mon 7/2/12 1 hr Accounting Assistant III
Board Monthly Financials Prior Year-General Fund
Mon 7/2/12 Mon 7/2/12 2 hrs Accounting & Budgeting Supervisor
Board Monthly Financials Current Year-General Fund
Mon 7/2/12 Mon 7/2/12 2 hrs Accounting & Budgeting Supervisor
Monthly Cafeteria Income Statement Mon 7/2/12 Mon 7/2/12 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 7/2/12 Mon 7/2/12 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement Mon 7/2/12 Mon 7/2/12 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet Mon 7/2/12 Mon 7/2/12 2 hrs Bookstore Accounting Technician
Monthly Auxiliary Account Income Statement Mon 7/2/12 Mon 7/2/12 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet Mon 7/2/12 Mon 7/2/12 1 hr Accounting Assistant III
Monthly Interfund Transfers Mon 7/2/12 Mon 7/2/12 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers Mon 7/2/12 Mon 7/2/12 1 hr Accounting & Budgeting Supervisor
Monthly ASO Income Statement Mon 7/2/12 Mon 7/2/12 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet Mon 7/2/12 Mon 7/2/12 2 hrs ASO Accounting Assistant II
Monthly Purchase Order Report Prior Year Mon 7/2/12 Mon 7/2/12 4 hrs Buyer
Monthly Purchase Order Report Current Year Mon 7/2/12 Mon 7/2/12 4 hrs Buyer
Monthly Measure R Report Mon 7/2/12 Mon 7/2/12 2 hrs Capital Outlay Accountant
Monthly Audit Findings Status and Update Mon 7/2/12 Mon 7/2/12 2 hrs Director of Business Services
Categorical-VTEA Quarterly Report
Mon 7/23/12 Wed 7/25/12 2 hrs Categorical Accountant
Categorical-Nursing Enrollment Quarterly Report
Mon 7/23/12 Wed 7/25/12 2 hrs Categorical Accountant
Categorical-CTE Transitions Quarterly Report
Mon 7/23/12 Wed 7/25/12 2 hrs Categorical Accountant
Categorical DSS/Calworks Quarterly Report
Mon 7/23/12 Wed 7/25/12 3 hrs Categorical Accountant
Categorical-YDS Mod Completion Report
Mon 7/23/12 Wed 7/25/12 1 hr Categorical Accountant
31
Categorical-Career Tech/SB70 Quarterly Report
Mon 7/23/12 Wed 7/25/12 1 hr Categorical Accountant
Categorical-CTE Supplemental Quarterly Report
Mon 7/23/12 Wed 7/25/12 1 hr Categorical Accountant
Categorical-CTE Pathways Quarterly Report
Mon 7/23/12 Wed 7/25/12 1 hr Categorical Accountant
Categorical-Workforce Innovation Partnerships Quarterly Report
Mon 7/23/12 Wed 7/25/12 1 hr Categorical Accountant
Categorical-YDS Annual Report Thu 7/26/12 Tue 7/31/12 3 hrs Categorical Accountant
Categorical-Foster Care Annual Report Thu 7/26/12 Tue 7/31/12 3 hrs Categorical Accountant
Categorical-Career Tech/SB70 Annual Report Thu 7/26/12 Tue 7/31/12 1.5 hrs Categorical Accountant
Categorical-CTE Supplemental Annual Report Thu 7/26/12 Tue 7/31/12 1.5 hrs Categorical Accountant
Categorical-CTE Pathways Annual Report Thu 7/26/12 Tue 7/31/12 1.5 hrs Categorical Accountant
Categorical-Workforce Innovation Partnerships Annual Report
Thu 7/26/12 Tue 7/31/12 1.5 hrs Categorical Accountant
August Wed 8/1/12 Fri 8/31/12 694.2 hrs General Activities Wed 8/1/12 Fri 8/31/12 34 hrs SACs Update Mon 8/6/12 Mon 8/27/12 8 hrs Categorical Accountant Post LCGL014S Categorical Expense Report Thu 8/2/12 Thu 8/30/12 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 8/2/12 Thu 8/30/12 2 hrs Clerical III
Trial Balance Review Wed 8/1/12 Fri 8/31/12 4 hrs Clerical III,Director of Business Services
Cashflow Analysis Fri 8/31/12 Fri 8/31/12 6 hrs Director of Business Services Post Board Financials to Website Thu 8/16/12 Thu 8/16/12 1 hr Accounting & Budgeting Supervisor
Banner Fall 2nd Drop Wed 8/15/12 Wed 8/15/12 6 hrs Student Accounts Technician
Higher One Refund Wire Tue 8/7/12 Tue 8/7/12 1 hr Accounting & Budgeting Supervisor
Higher One Refund Wire
Mon 8/13/12 Mon 8/13/12 1 hr Accounting & Budgeting Supervisor
Higher One Refund Wire Tue 8/21/12 Tue 8/21/12 1 hr Director of Business Services
Approve Employee Timesheets
Mon 8/27/12
Mon 8/27/12 2 hrs Accounting & Budgeting Supervisor,Director of Business
32
Services Budget Planning/Review Activities Wed 8/1/12 Fri 8/31/12 103 hrs
Salary Projections Wed 8/1/12 Fri 8/10/12 14 hrs Director of Business Services Benefits Projections Wed 8/1/12 Fri 8/10/12 10 hrs Director of Business Services Adopted Budget Development Wed 8/1/12 Fri 8/31/12 78 hrs Director of Business Services
Presentation of Adopted to SPBC
Wed 8/15/12 Wed 8/15/12 1 hr Director of Business Services
Fiscal Year Closing Activities Wed 8/1/12 Fri 8/31/12 344.2 hrs
Miscellaneous EOY Activities (Research, Other reconciliations)
Wed 8/1/12 Fri 8/17/12 274.2 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor,Director of Business Services,Categorical Accountant,Accounting Assistant III,A/P Accounting Assistant II,A/P Accounting Assistant II-2
Period 998 Opens for adjustments Wed 8/1/12 Fri 8/10/12 51 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor,Director of Business Services,Categorical Accountant
Reconcile Fund Balance Wed 8/1/12 Fri 8/10/12 0 hrs Balance Interest and Investment Income
Mon 8/13/12 Fri 8/31/12 15 hrs Director of Business Services
4th Quarter Interest Reconciliation-Prior Year
Mon 8/13/12 Fri 8/31/12 4 hrs Director of Business Services
Period 998 Closes for adjustments Fri 8/10/12 Fri 8/10/12 0 hrs
Appropriation Transfers Fri 8/17/12 Fri 8/17/12 0 hrs
Closed-Final Reports Mon 8/20/12 Mon 8/20/12 0 hrs
Reconciliations Wed 8/1/12 Fri 8/31/12 94 hrs
Accounts Payable Reconciliation
Mon 8/13/12 Fri 8/17/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Mon 8/20/12 Fri 8/24/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-Restricted
Mon 8/13/12 Fri 8/17/12 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Fri 8/31/12 Fri 8/31/12 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Mon Mon 8/13/12 1 hr Accounting & Budgeting Supervisor
33
Account Reconciliation Approval 8/13/12
Monthly Bookstore Bank Account Reconciliation Approval
Mon 8/13/12 Mon 8/13/12 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Mon 8/13/12 Mon 8/13/12 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Mon 8/13/12 Mon 8/13/12 4 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account Tue 8/14/12 Tue 8/14/12 4 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account
Wed 8/15/12 Wed 8/15/12 3 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account Thu 8/16/12 Thu 8/16/12 3 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Fri 8/17/12 Fri 8/17/12 4 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Mon 8/20/12 Thu 8/23/12 13 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Fri 8/24/12 Fri 8/31/12 24 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Fri 8/31/12 Fri 8/31/12 4 hrs Capital Outlay Accountant
Semi-Annual Peoplesoft Security Audit Tue 7/31/12 Fri 8/3/12 4 hrs Accounting & Budgeting Supervisor
Reports/Contracts Due Wed 8/1/12 Fri 8/31/12 119 hrs Board Monthly Financials Prior Year-General Fund
Mon 8/6/12 Mon 8/6/12 2 hrs Accounting & Budgeting Supervisor
Board Monthly Financials Current Year-General Fund
Mon 8/6/12 Mon 8/6/12 2 hrs Accounting & Budgeting Supervisor
Annual COTOP Contact Due Mon 8/6/12 Mon 8/6/12 1 hr Director of Business Services
Reconcile Revolving Cash & Report On PO Report
Mon 8/6/12 Mon 8/6/12 1 hr Accounting Assistant III
Monthly Cafeteria Income Statement Mon 8/6/12 Mon 8/6/12 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 8/6/12 Mon 8/6/12 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement Mon 8/6/12 Mon 8/6/12 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet Mon 8/6/12 Mon 8/6/12 2 hrs Bookstore Accounting Technician
34
Monthly ASO Income Statement Mon 8/6/12 Mon 8/6/12 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet Mon 8/6/12 Mon 8/6/12 2 hrs ASO Accounting Assistant II
Monthly Measure R Report Mon 8/6/12 Mon 8/6/12 2 hrs Capital Outlay Accountant
Monthly Purchase Order Report Prior Year Mon 8/6/12 Mon 8/6/12 4 hrs Buyer
Monthly Purchase Order Report Current Year Mon 8/6/12 Mon 8/6/12 4 hrs Buyer
Monthly Auxiliary Account Income Statement Mon 8/6/12 Mon 8/6/12 1 hr Accounting Assistant III
Monthly Audit Findings Status and Update Mon 8/6/12 Mon 8/6/12 1 hr Director of Business Services
Monthly Intrafund Transfers Mon 8/6/12 Mon 8/6/12 1 hr Accounting & Budgeting Supervisor
Monthly Interfund Transfers Mon 8/6/12 Mon 8/6/12 1 hr Accounting & Budgeting Supervisor
Monthly Auxiliary Account Balance Sheet Mon 8/6/12 Mon 8/6/12 1 hr Accounting Assistant III
CCFS311 Quarterly Update
Wed 8/15/12 Wed 8/15/12 4 hrs Accounting & Budgeting Supervisor
Annual Program Review/Update Wed 8/1/12 Fri 8/31/12 41 hrs Director of Business Services
Semi-Annual Peoplesoft Security Audit
Wed 8/15/12 Fri 8/31/12 16 hrs Accounting & Budgeting Supervisor
Categorical-VTEA Annual Report Fri 8/24/12 Fri 8/31/12 2 hrs Categorical Accountant
Categorical-TANF Federal Annual Report Fri 8/24/12 Fri 8/31/12 2 hrs Categorical Accountant
Categorical-CTE Transitions Annual Report Fri 8/24/12 Fri 8/31/12 2 hrs Categorical Accountant
Categorical-EOPS Annual Report Fri 8/24/12 Fri 8/31/12 3 hrs Categorical Accountant
Categorical-CARE Annual Report Fri 8/24/12 Fri 8/31/12 3 hrs Categorical Accountant
Categorical-DSPS Annual Report Fri 8/24/12 Fri 8/31/12 5 hrs Categorical Accountant
Categorical-Calworks Annual Report Fri 8/24/12 Fri 8/31/12 3 hrs Categorical Accountant
Categorcial-Nursing Enrollment Annual Report Fri 8/24/12 Fri 8/31/12 3 hrs Categorical Accountant
Categorical-TANF State Annual Report Fri 8/24/12 Fri 8/31/12 2 hrs Categorical Accountant
September Mon 9/3/12 Fri 9/28/12 418 hrs General Activities Mon 9/3/12 Fri 9/28/12 243 hrs Labor Day Mon 9/3/12 Mon 9/3/12 0 hrs
35
SACs Update Mon 9/3/12 Mon 9/24/12 8 hrs Categorical Accountant Post LCGL014S Categorical Expense Report Thu 9/6/12 Thu 9/27/12 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 9/6/12 Thu 9/27/12 2 hrs Clerical III
Trial Balance Review Mon 9/3/12 Fri 9/28/12 4 hrs Clerical III,Director of Business Services
Annual Auction-Normally held in September/October Timeframe
Mon 9/3/12 Tue 9/25/12 136 hrs Warehouse Coordinator
Cashflow Analysis Fri 9/28/12 Fri 9/28/12 6 hrs Director of Business Services Start 311 Report - Due Oct 10th
Mon 9/17/12 Fri 9/28/12 40 hrs Accounting & Budgeting Supervisor
Higher One Refund Wire Tue 9/4/12 Tue 9/4/12 1 hr Accounting & Budgeting Supervisor
Post Board Financials to Website
Mon 9/17/12 Mon 9/17/12 1 hr Accounting & Budgeting Supervisor
Higher One Refund Wire Tue 9/18/12 Tue 9/18/12 1 hr Director of Business Services
Contract District Audit Manual Available
Mon 9/17/12 Fri 9/21/12 40 hrs Director of Business Services
Approve Employee Timesheets Tue 9/25/12 Tue 9/25/12 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Budget Planning/Review Activities Mon 9/3/12 Fri 9/28/12 16 hrs
Presentation of Adopted to Board of Trustees
Mon 9/10/12 Mon 9/10/12 8 hrs Director of Business Services
Line Item Budget Upload Tue 9/11/12 Tue 9/11/12 8 hrs Accounting & Budgeting Supervisor
Reconciliations Mon 9/3/12 Fri 9/28/12 98 hrs
Accounts Payable Reconciliation
Mon 9/10/12 Fri 9/14/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Mon 9/17/12 Fri 9/21/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-Restricted
Mon 9/10/12 Fri 9/14/12 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Fri 9/28/12 Fri 9/28/12 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Mon 9/17/12 Mon 9/17/12 1 hr Accounting & Budgeting Supervisor
36
Monthly Bookstore Bank Account Reconciliation Approval
Mon 9/17/12 Mon 9/17/12 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Mon 9/17/12 Mon 9/17/12 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Mon 9/17/12 Mon 9/17/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account Tue 9/18/12 Tue 9/18/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account
Wed 9/19/12 Wed 9/19/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Thu 9/20/12 Thu 9/20/12 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Fri 9/21/12 Fri 9/21/12 9 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Fri 9/28/12 Fri 9/28/12 4 hrs Capital Outlay Accountant
Monthly Fees & Deposits Bank Account Reconciliation
Wed 9/26/12 Fri 9/28/12 21 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Revolving Cash Account Fri 9/28/12 Fri 9/28/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Post Deferred Revenue to Current Fiscal Year Mon 9/3/12 Mon 9/3/12 4 hrs Categorical Accountant
4th Quarter Interest Posting Fri 9/28/12 Fri 9/28/12 4 hrs Director of Business Services
Reports/Contracts Due Mon 9/3/12 Fri 9/28/12 61 hrs Board Monthly Financials-General Fund Mon 9/3/12 Mon 9/3/12 2 hrs Accounting & Budgeting Supervisor
Reconcile Revolving Cash & Report On PO Report
Mon 9/3/12 Mon 9/3/12 8 hrs Accounting Assistant III
Monthly Auxiliary Account Income Statement Mon 9/3/12 Tue 9/4/12 8 hrs Accounting Assistant III
Monthly Auxiliary Account Balance Sheet Mon 9/3/12 Wed 9/5/12 8 hrs Accounting Assistant III
Monthly Cafeteria Income Statement Mon 9/3/12 Mon 9/3/12 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 9/3/12 Mon 9/3/12 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement Mon 9/3/12 Mon 9/3/12 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet Mon 9/3/12 Mon 9/3/12 2 hrs Bookstore Accounting Technician
Monthly ASO Income Statement Mon 9/3/12 Mon 9/3/12 2 hrs ASO Accounting Assistant II
37
Monthly ASO Balance Sheet Mon 9/3/12 Mon 9/3/12 2 hrs ASO Accounting Assistant II
Monthly Measure R Report Mon 9/3/12 Mon 9/3/12 2 hrs Capital Outlay Accountant
Monthly Purchase Order Report Mon 9/3/12 Mon 9/3/12 4 hrs Buyer
Monthly Interfund Transfers Mon 9/3/12 Mon 9/3/12 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers Mon 9/3/12 Mon 9/3/12 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update Mon 9/3/12 Mon 9/3/12 8 hrs Director of Business Services
CCFS311 Quarterly from Aug to Board Mon 9/3/12 Mon 9/3/12 2 hrs Accounting & Budgeting Supervisor
Enrollment Revenue Report Due PY Actuals Fri 9/14/12 Fri 9/14/12 4 hrs Categorical Accountant
Categorical-EEO Annual Report Fri 9/28/12 Fri 9/28/12 1 hr Categorical Accountant
October Mon 10/1/12
Wed 10/31/12
1,116.15 hrs
General Activities Mon 10/1/12
Wed 10/31/12 767.15 hrs
Post LCGL014S Categorical Expense Report
Mon 10/1/12
Mon 10/29/12 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Mon 10/1/12
Mon 10/29/12 2 hrs Clerical III
Trial Balance Review Mon 10/1/12
Wed 10/31/12 4 hrs Clerical III,Director of Business
Services
SACs Update Mon 10/1/12
Mon 10/29/12 10 hrs Categorical Accountant
Annual Audit Preparation
Mon 10/1/12
Wed 10/31/12 708.15 hrs
Clerical III,Director of Business Services,Buyer,Capital Outlay Accountant,Accounting & Budgeting Supervisor,Cafeteria Accounting Assistant III,Categorical Accountant,Student Accounts Technician,Accounting Assistant III,ASO Accounting Assistant II,Bookst..
Cashflow Analysis Wed 10/31/12
Wed 10/31/12 6 hrs Director of Business Services
Higher One Refund Wire Tue 10/2/12 Tue 10/2/12 1 hr Accounting & Budgeting Supervisor
Post Board Financials to Website
Mon 10/15/12
Mon 10/15/12 1 hr Accounting & Budgeting Supervisor
Higher One Refund Wire
Tue Tue 1 hr Director of Business Services
38
10/16/12 10/16/12
Approve Employee Timesheets
Thu 10/25/12
Thu 10/25/12 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Higher One Refund Wire
Tue 10/30/12
Tue 10/30/12 1 hr Accounting & Budgeting Supervisor
Annual Audit District, Prop 39 and Foundation Audit
Mon 10/29/12
Wed 10/31/12 29 hrs
Director of Business Services,Capital Outlay Accountant,Accounting & Budgeting Supervisor,Categorical Accountant
Budget Planning/Review Activities
Mon 10/1/12
Wed 10/31/12 24 hrs
ACBO Southern Conference
Mon 10/22/12
Wed 10/24/12 24 hrs Director of Business Services
Reconciliations Mon 10/1/12
Wed 10/31/12 82 hrs
Accounts Payable Reconciliation
Wed 10/17/12
Tue 10/23/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Wed 10/17/12
Tue 10/23/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-Restricted
Wed 10/17/12
Tue 10/23/12 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Wed 10/31/12
Wed 10/31/12 4 hrs Categorical Accountant,Accounting
& Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Wed 10/17/12
Wed 10/17/12 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Wed 10/17/12
Wed 10/17/12 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Wed 10/17/12
Wed 10/17/12 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Wed 10/17/12
Thu 10/18/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account
Wed 10/17/12
Thu 10/18/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account
Thu 10/18/12 Fri 10/19/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Thu 10/18/12
Mon 10/22/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
39
Monthly Reconciliation of Student Finanical Aid Account
Fri 10/19/12 Tue 10/23/12 7 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999
Wed 10/31/12
Wed 10/31/12 4 hrs Capital Outlay Accountant
Monthly Fees & Deposits Bank Account Reconciliation
Thu 10/25/12
Tue 10/30/12 15 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Revolving Cash Account
Mon 10/29/12
Wed 10/31/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Reports/Contracts Due Mon 10/1/12
Wed 10/31/12 243 hrs
BFAP Report Submittal Mon 10/1/12 Fri 10/19/12 30 hrs Director of Business Services
Quarterly Taxes-State (SUI) & Federal Return
Mon 10/15/12
Wed 10/31/12 46 hrs Accounting & Budgeting Supervisor
1098 T Vangent Contract Due
Mon 10/1/12 Fri 10/5/12 5 hrs Director of Business Services
Reconcile Revolving Cash & Report On PO Report
Mon 10/1/12 Mon 10/1/12 1 hr Accounting Assistant III
Board Monthly Financials-General Fund
Mon 10/1/12 Mon 10/1/12 2 hrs Accounting & Budgeting Supervisor
Monthly Cafeteria Income Statement
Mon 10/1/12 Mon 10/1/12 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet
Mon 10/1/12 Mon 10/1/12 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement
Mon 10/1/12 Mon 10/1/12 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet
Mon 10/1/12 Mon 10/1/12 2 hrs Bookstore Accounting Technician
Monthly ASO Income Statement
Mon 10/1/12 Mon 10/1/12 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet
Mon 10/1/12 Mon 10/1/12 2 hrs ASO Accounting Assistant II
Monthly Purchase Order Report
Mon 10/1/12 Mon 10/1/12 4 hrs Buyer
Monthly Auxiliary Account Income Statement
Mon 10/1/12 Mon 10/1/12 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet
Mon 10/1/12 Mon 10/1/12 1 hr Accounting Assistant III
Monthly Measure R Report
Mon 10/1/12 Mon 10/1/12 2 hrs Capital Outlay Accountant
Monthly Interfund Transfers
Mon 10/1/12 Mon 10/1/12 1 hr Accounting & Budgeting Supervisor
40
Monthly Intrafund Transfers
Mon 10/1/12 Mon 10/1/12 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update
Mon 10/1/12 Mon 10/1/12 1 hr Director of Business Services
CCFS311 Final Annual Report
Mon 10/1/12 Mon 10/8/12 30 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Final Prior Year 320 Reports Due
Mon 10/15/12
Tue 10/30/12 18 hrs Director of Business Services
Equity in Athletics Report Due
Mon 10/15/12
Tue 10/30/12 60 hrs Director of Business Services
Categorical-VTEA Quarterly Report
Tue 10/23/12
Thu 10/25/12 2 hrs Categorical Accountant
Categorical-Nursing Enrollment Quarterly Report
Tue 10/23/12
Thu 10/25/12 2 hrs Categorical Accountant
Categorical-YDS Mod Completion Report
Tue 10/23/12
Thu 10/25/12 1 hr Categorical Accountant
Categorical-CTE Transitions Quarterly Report
Tue 10/23/12
Thu 10/25/12 2 hrs Categorical Accountant
Categorical DSS/Calworks Quarterly Report
Tue 10/23/12
Thu 10/25/12 3 hrs Categorical Accountant
Categorical-Career Tech/SB70 Quarterly Report
Tue 10/23/12
Thu 10/25/12 1 hr Categorical Accountant
Categorical-CTE Supplemental Quarterly Report
Tue 10/23/12
Thu 10/25/12 1 hr Categorical Accountant
Categorical-CTE Pathways Quarterly Report
Tue 10/23/12
Thu 10/25/12 1 hr Categorical Accountant
Categorical-Workforce Innovation Partnerships Quarterly Report
Tue 10/23/12
Thu 10/25/12 1 hr Categorical Accountant
Categorical-Title V Solo Annual Report Fri 10/26/12 Mon
10/29/12 2 hrs Categorical Accountant
Categorical-STEM Coop Annual Report Fri 10/26/12 Mon
10/29/12 2 hrs Categorical Accountant
Categorical-STEM Solo Annual Report Fri 10/26/12 Mon
10/29/12 2 hrs Categorical Accountant
Categorical-Matriculation Annual Report
Wed 10/24/12 Fri 10/26/12 3 hrs Categorical Accountant
Categorical-Non Credit Matriculation Annual Report
Thu 10/25/12 Fri 10/26/12 2 hrs Categorical Accountant
Categorical-Basic Skills Annual Report
Mon 10/8/12
Wed 10/10/12 3 hrs Categorical Accountant
November Thu 11/1/12 Fri 11/30/12 403.85 hrs
41
General Activities Thu 11/1/12 Fri 11/30/12 239.85 hrs
Annual Audit District, Prop 39 and Foundation Audit
Thu 11/1/12 Thu 11/8/12 72 hrs
Director of Business Services,Capital Outlay Accountant,Accounting & Budgeting Supervisor,Categorical Accountant
Veteran's Day Fri 11/9/12 Fri 11/9/12 0 hrs
SACs Update Mon 11/5/12
Mon 11/26/12 8 hrs Categorical Accountant
Post LCGL014S Categorical Expense Report Thu 11/1/12 Thu
11/29/12 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 11/1/12 Thu 11/29/12 2 hrs Clerical III
Trial Balance Review Thu 11/1/12 Fri 11/30/12 4 hrs Clerical III,Director of Business Services
Higher One Refund Wire
Tue 11/13/12
Tue 11/13/12 1 hr Accounting & Budgeting Supervisor
Start 1098 T Process. Due 2nd week in January
Tue 11/13/12 Fri 11/30/12 138.85 hrs
Director of Business Services,Student Accounts Technician
Cashflow Analysis Fri 11/30/12 Fri 11/30/12 6 hrs Director of Business Services Prior Year and Current Year Property Tax Reports Due
Thu 11/15/12
Thu 11/15/12 2 hrs Director of Business Services
Post Board Financials to Website
Thu 11/15/12
Thu 11/15/12 1 hr Accounting & Budgeting Supervisor
Higher One Refund Wire
Tue 11/27/12
Tue 11/27/12 1 hr Director of Business Services
Approve Employee Timesheets
Mon 11/26/12
Mon 11/26/12 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Thanksgiving Holiday Thu 11/22/12 Fri 11/23/12 0 hrs
Budget Planning/Review Activities Thu 11/1/12 Fri 11/30/12 4 hrs
Review LCGL012S Budget to Actuals Report Thu 11/1/12 Thu 11/1/12 4 hrs Director of Business Services
Reconciliations Thu 11/1/12 Fri 11/30/12 100 hrs
Accounts Payable Reconciliation
Mon 11/12/12 Fri 11/16/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Mon 11/19/12 Fri 11/23/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
42
Accounts Receivable Reconciliation-Restricted
Mon 11/12/12 Fri 11/16/12 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Fri 11/30/12 Fri 11/30/12 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Mon 11/12/12
Mon 11/12/12 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Mon 11/12/12
Mon 11/12/12 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Mon 11/12/12
Mon 11/12/12 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Mon 11/12/12
Mon 11/12/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account
Tue 11/13/12
Tue 11/13/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account
Wed 11/14/12
Wed 11/14/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account
Thu 11/15/12
Thu 11/15/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Fri 11/16/12 Fri 11/16/12 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Mon 11/19/12 Fri 11/23/12 16 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Mon 11/26/12 Fri 11/30/12 24 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Fri 11/30/12 Fri 11/30/12 4 hrs Capital Outlay Accountant
Reports/Contracts Due Thu 11/1/12 Fri 11/30/12 60 hrs PIPS Audit Payroll Submission Fri 11/2/12 Fri 11/2/12 4 hrs Director of Business Services
Board Monthly Financials-General Fund
Mon 11/5/12 Mon 11/5/12 2 hrs Accounting & Budgeting Supervisor
Monthly Cafeteria Income Statement
Mon 11/5/12 Mon 11/5/12 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet
Mon 11/5/12 Mon 11/5/12 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement
Mon 11/5/12 Mon 11/5/12 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet
Mon 11/5/12 Mon 11/5/12 2 hrs Bookstore Accounting Technician
Monthly ASO Income Mon Mon 11/5/12 2 hrs ASO Accounting Assistant II
43
Statement 11/5/12 Monthly ASO Balance Sheet
Mon 11/5/12 Mon 11/5/12 2 hrs ASO Accounting Assistant II
Monthly Purchase Order Report
Mon 11/5/12 Mon 11/5/12 4 hrs Buyer
Monthly Measure R Report
Mon 11/5/12 Mon 11/5/12 2 hrs Capital Outlay Accountant
Reconcile Revolving Cash & Report On PO Report
Mon 11/5/12 Mon 11/5/12 1 hr Accounting Assistant III
Monthly Auxiliary Account Income Statement
Mon 11/5/12 Mon 11/5/12 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet
Mon 11/5/12 Wed 11/7/12 8 hrs Accounting Assistant III
Monthly Interfund Transfers
Mon 11/5/12 Mon 11/5/12 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers
Mon 11/5/12 Mon 11/5/12 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update
Mon 11/5/12 Mon 11/5/12 2 hrs Director of Business Services
CCFS311 Quarterly Update
Thu 11/15/12
Thu 11/15/12 4 hrs Accounting & Budgeting Supervisor
Write the MD&A for Annual Audit Report
Thu 11/15/12 Fri 11/23/12 18 hrs Director of Business Services
December Mon 12/3/12
Mon 12/31/12 206 hrs
General Activities Mon 12/3/12
Mon 12/31/12 45 hrs
SACs Update Mon 12/3/12
Mon 12/31/12 10 hrs Categorical Accountant
Post LCGL014S Categorical Expense Report Thu 12/6/12 Thu
12/27/12 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 12/6/12 Thu 12/27/12 2 hrs Clerical III
Quarterly Audit of Auxiliary, ASO, etc.
Thu 12/13/12
Thu 12/13/12 6 hrs Accounting & Budgeting Supervisor
Trial Balance Review Mon 12/3/12
Mon 12/31/12 4 hrs Clerical III,Director of Business
Services
Cashflow Analysis Mon 12/31/12
Mon 12/31/12 6 hrs Director of Business Services
Banner Spring/Intercession 1st Drop Tue 12/4/12 Tue 12/4/12 6 hrs Student Accounts Technician
Post Board Financials to Website Fri 12/14/12 Fri 12/14/12 1 hr Accounting & Budgeting Supervisor
Banner Intercession Wed Wed 6 hrs Student Accounts Technician
44
2nd Drop 12/12/12 12/12/12
Approve Employee Timesheets Fri 12/21/12 Fri 12/21/12 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Christmas Holiday Mon 12/24/12
Mon 12/31/12 0 hrs
Budget Planning/Review Activities
Mon 12/3/12
Mon 12/31/12 8 hrs
Review LCGL012S Budget to Actuals Report Thu 12/6/12 Thu 12/6/12 8 hrs Director of Business Services
Reconciliations Mon 12/17/12
Mon 12/31/12 104 hrs
Accounts Payable Reconciliation
Mon 12/17/12 Fri 12/21/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Mon 12/17/12 Fri 12/21/12 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-Restricted
Mon 12/17/12 Fri 12/21/12 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Mon 12/31/12
Mon 12/31/12 4 hrs Categorical Accountant,Accounting
& Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Mon 12/17/12
Mon 12/17/12 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Mon 12/17/12
Mon 12/17/12 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Mon 12/17/12
Mon 12/17/12 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Mon 12/17/12
Mon 12/17/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account
Mon 12/17/12
Mon 12/17/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account
Tue 12/18/12
Tue 12/18/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account
Wed 12/19/12
Wed 12/19/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Thu 12/20/12
Thu 12/20/12 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Thu 12/20/12
Wed 12/26/12 16 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Fees & Thu Fri 12/28/12 24 hrs Accounting & Budgeting
45
Deposits Bank Account Reconciliation 12/20/12 Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999
Mon 12/31/12
Mon 12/31/12 4 hrs Capital Outlay Accountant
1st Quarter Interest Income Reconciliation
Mon 12/31/12
Mon 12/31/12 2 hrs Director of Business Services
Verify 1st Quarter Property Tax Payment
Mon 12/31/12
Mon 12/31/12 2 hrs Director of Business Services
Reports/Contracts Due Mon 12/3/12
Mon 12/31/12 49 hrs
Board Monthly Financials-General Fund
Mon 12/3/12 Mon 12/3/12 2 hrs Accounting & Budgeting Supervisor
Monthly Cafeteria Income Statement
Mon 12/3/12 Mon 12/3/12 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet
Mon 12/3/12 Mon 12/3/12 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement
Mon 12/3/12 Mon 12/3/12 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet
Mon 12/3/12 Mon 12/3/12 2 hrs Bookstore Accounting Technician
Monthly ASO Income Statement
Mon 12/3/12 Mon 12/3/12 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet
Mon 12/3/12 Mon 12/3/12 2 hrs ASO Accounting Assistant II
Monthly Purchase Order Report
Mon 12/3/12 Mon 12/3/12 4 hrs Buyer
Monthly Measure R Report
Mon 12/3/12 Mon 12/3/12 2 hrs Capital Outlay Accountant
Reconcile Revolving Cash & Report On PO Report
Mon 12/3/12 Mon 12/3/12 1 hr Accounting Assistant III
Monthly Auxiliary Account Income Statement
Mon 12/3/12 Mon 12/3/12 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet
Mon 12/3/12 Wed 12/5/12 8 hrs Accounting Assistant III
Monthly Interfund Transfers
Mon 12/3/12 Mon 12/3/12 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers
Mon 12/3/12 Mon 12/3/12 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update
Mon 12/3/12 Mon 12/3/12 8 hrs Director of Business Services
CCFS311 Quarterly from Nov to Board
Mon 12/3/12 Mon 12/3/12 1 hr Accounting & Budgeting Supervisor
Annual Audit Report Due Fri 12/14/12 Fri 12/14/12 8 hrs Director of Business Services
46
January Tue 1/1/13 Thu 1/31/13 369.85 hrs General Activities Tue 1/1/13 Thu 1/31/13 160.85 hrs New Year's Holiday Tue 1/1/13 Tue 1/1/13 0 hrs SACs Update Mon 1/7/13 Mon 1/28/13 8 hrs Categorical Accountant Post LCGL014S Categorical Expense Report Thu 1/3/13 Thu 1/31/13 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 1/3/13 Thu 1/31/13 2 hrs Clerical III
Trial Balance Review Tue 1/1/13 Thu 1/31/13 2 hrs Clerical III,Director of Business Services
Cashflow Analysis Thu 1/31/13 Thu 1/31/13 6 hrs Director of Business Services Annual Audit Presentation
Mon 1/14/13 Mon 1/14/13 2 hrs Director of Business Services
1098T Issuance-takes at least 6 weeks Tue 1/15/13 Thu 1/31/13 73.85 hrs Student Accounts Technician
Verify 1st Quarter Lottery Payment Thu 1/31/13 Thu 1/31/13 1 hr Director of Business Services
Martin Luther King Jr. Holiday
Mon 1/14/13 Mon 1/14/13 0 hrs
Post Board Financials to Website Fri 1/18/13 Fri 1/18/13 1 hr Accounting & Budgeting Supervisor
Higher One Refund Wire Tue 1/22/13 Tue 1/22/13 1 hr Accounting & Budgeting Supervisor
Approve Employee Timesheets Fri 1/25/13 Fri 1/25/13 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Higher One Refund Wire
Mon 1/28/13 Mon 1/28/13 1 hr Director of Business Services
Banner Spring 2nd Drop
Wed 1/30/13 Wed 1/30/13 6 hrs Student Accounts Technician
1099 Issuance Tue 1/15/13 Tue 1/15/13 8 hrs Accounting Assistant III Annual Taxes-State & Federal
Mon 1/14/13 Thu 1/31/13 45 hrs Accounting & Budgeting Supervisor
Budget Planning/Review Activities Tue 1/1/13 Thu 1/31/13 4 hrs
Review LCGL012S Budget to Actuals Report Thu 1/3/13 Thu 1/3/13 4 hrs Director of Business Services
Reconciliations Tue 1/1/13 Thu 1/31/13 114 hrs
Accounts Payable Reconciliation
Mon 1/14/13 Fri 1/18/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Mon 1/14/13 Fri 1/18/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Mon Fri 1/18/13 8 hrs Categorical Accountant,Accounting
47
Reconciliation-Restricted 1/14/13 & Budgeting Supervisor Apportionment Payment & Journal to programs
Thu 1/31/13 Thu 1/31/13 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Wed 1/16/13 Wed 1/16/13 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Wed 1/16/13 Wed 1/16/13 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Wed 1/16/13 Wed 1/16/13 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Wed 1/16/13 Wed 1/16/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account Thu 1/17/13 Thu 1/17/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account Fri 1/18/13 Fri 1/18/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account Fri 1/18/13 Fri 1/18/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Wed 1/23/13 Wed 1/23/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Wed 1/23/13 Tue 1/29/13 9 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Wed 1/23/13 Thu 1/31/13 17 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Thu 1/31/13 Thu 1/31/13 4 hrs Capital Outlay Accountant
Verify 1st Quarter Lottery Payment Thu 1/31/13 Thu 1/31/13 1 hr Director of Business Services
W2 Reconciliation for prior calendar year
Mon 1/14/13 Thu 1/31/13 27 hrs Accounting & Budgeting Supervisor
Reports/Contracts Due Tue 1/1/13 Thu 1/31/13 91 hrs 320 P1 Tue 1/1/13 Tue 1/15/13 32 hrs Director of Business Services Board Monthly Financials-General Fund Mon 1/7/13 Mon 1/7/13 2 hrs Accounting & Budgeting Supervisor
Annual Non Resident Fees Memo Board Approved Mon 1/7/13 Mon 1/7/13 2 hrs Director of Business Services
Quarterly Taxes-State (SUI) & Federal Return Mon 1/7/13 Mon 1/7/13 2 hrs Accounting & Budgeting Supervisor
Monthly Cafeteria Income Statement Mon 1/7/13 Mon 1/7/13 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 1/7/13 Mon 1/7/13 2 hrs Cafeteria Accounting Assistant III
48
Monthly Bookstore Income Statement Mon 1/7/13 Mon 1/7/13 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet Mon 1/7/13 Mon 1/7/13 2 hrs Bookstore Accounting Technician
Monthly ASO Income Statement Mon 1/7/13 Mon 1/7/13 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet Mon 1/7/13 Mon 1/7/13 2 hrs ASO Accounting Assistant II
Monthly Purchase Order Report Mon 1/7/13 Mon 1/7/13 4 hrs Buyer
Reconcile Revolving Cash & Report On PO Report
Mon 1/7/13 Mon 1/7/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Income Statement Mon 1/7/13 Mon 1/7/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet Mon 1/7/13 Mon 1/7/13 1 hr Accounting Assistant III
Monthly Measure R Report Mon 1/7/13 Mon 1/7/13 2 hrs Capital Outlay Accountant
Monthly Interfund Transfers Mon 1/7/13 Mon 1/7/13 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers Mon 1/7/13 Mon 1/7/13 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update Mon 1/7/13 Mon 1/7/13 2 hrs Director of Business Services
Annual Audit Report Presentation to Board Mon 1/7/13 Mon 1/7/13 2 hrs Director of Business Services
Annual PIPS Estimated and Actual Salaries Due Tue 1/8/13 Tue 1/8/13 8 hrs Director of Business Services
Enrollment Revenue Report Due P1 Tue 1/15/13 Tue 1/15/13 4 hrs Categorical Accountant
Categorical-VTEA Quarterly Report
Wed 1/23/13 Fri 1/25/13 2 hrs Categorical Accountant
Categorical-Nursing Enrollment Quarterly Report
Wed 1/23/13 Fri 1/25/13 2 hrs Categorical Accountant
Categorical-YDS Mod Completion Report
Wed 1/23/13 Fri 1/25/13 1 hr Categorical Accountant
Categorical-CTE Transitions Quarterly Report
Wed 1/23/13 Fri 1/25/13 2 hrs Categorical Accountant
Categorical DSS/Calworks Quarterly Report
Wed 1/23/13 Fri 1/25/13 3 hrs Categorical Accountant
Categorical-Career Tech/SB70 Quarterly Report
Wed 1/23/13 Fri 1/25/13 1 hr Categorical Accountant
Categorical-CTE Supplemental Quarterly Report
Wed 1/23/13 Fri 1/25/13 1 hr Categorical Accountant
Categorical-CTE Wed Fri 1/25/13 1 hr Categorical Accountant
49
Pathways Quarterly Report 1/23/13 Categorical-Workforce Innovation Partnerships Quarterly Report
Wed 1/23/13 Fri 1/25/13 1 hr Categorical Accountant
February Fri 2/1/13 Thu 2/28/13 207 hrs General Activities Fri 2/1/13 Thu 2/28/13 28 hrs SACs Update Mon 2/4/13 Mon 2/25/13 8 hrs Categorical Accountant Post LCGL014S Categorical Expense Report Thu 2/7/13 Thu 2/28/13 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 2/7/13 Thu 2/28/13 2 hrs Clerical III
Trial Balance Review Fri 2/1/13 Thu 2/28/13 4 hrs Clerical III,Director of Business Services
Cashflow Analysis Wed 2/27/13 Wed 2/27/13 6 hrs Director of Business Services
Audit Adjustments Review and Research Thu 2/28/13 Thu 2/28/13 1 hr Director of Business Services
Higher One Refund Wire Tue 2/5/13 Tue 2/5/13 1 hr Director of Business Services
Lincoln's Day Fri 2/15/13 Fri 2/15/13 0 hrs
Washington's Day Mon 2/18/13 Mon 2/18/13 0 hrs
Post Board Financials to Website Fri 2/15/13 Fri 2/15/13 1 hr Accounting & Budgeting Supervisor
Higher One Refund Wire Tue 2/19/13 Tue 2/19/13 1 hr Accounting & Budgeting Supervisor
Reclassification Study Review-On Hold Fri 2/1/13 Thu 2/28/13 0 hrs
Approve Employee Timesheets
Mon 2/25/13 Mon 2/25/13 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Budget Planning/Review Activities Fri 2/1/13 Thu 2/28/13 16 hrs
P1 Available Fri 2/15/13 Fri 2/15/13 4 hrs Director of Business Services R1 Available-Prior Year Recacluation Fri 2/15/13 Fri 2/15/13 4 hrs Director of Business Services
Review LCGL012S Budget to Actuals Report Thu 2/7/13 Thu 2/7/13 8 hrs Director of Business Services
Reconciliations Fri 2/1/13 Thu 2/28/13 108 hrs
Accounts Payable Reconciliation Fri 2/15/13 Thu 2/21/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others Fri 2/22/13 Thu 2/28/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
50
Accounts Receivable Reconciliation-Restricted Fri 2/15/13 Thu 2/21/13 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Thu 2/28/13 Thu 2/28/13 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Fri 2/15/13 Mon 2/18/13 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Fri 2/15/13 Mon 2/18/13 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Fri 2/15/13 Mon 2/18/13 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Mon 2/18/13 Mon 2/18/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account Tue 2/19/13 Tue 2/19/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account Tue 2/19/13 Tue 2/19/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account
Wed 2/20/13 Thu 2/21/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Wed 2/20/13 Fri 2/22/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Wed 2/20/13 Tue 2/26/13 16 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Wed 2/20/13 Thu 2/28/13 24 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Thu 2/28/13 Thu 2/28/13 4 hrs Capital Outlay Accountant
Verify 4th Quarter Lottery Payment-Prior Year Thu 2/28/13 Thu 2/28/13 2 hrs Director of Business Services
Verify 2nd Quarter Property Tax Payment Thu 2/28/13 Thu 2/28/13 2 hrs Director of Business Services
2nd Quarter Interest Income Reconciliation Thu 2/28/13 Thu 2/28/13 4 hrs Director of Business Services
Reports/Contracts Due Fri 2/1/13 Thu 2/28/13 55 hrs Board Monthly Financials-General Fund Mon 2/4/13 Mon 2/4/13 2 hrs Accounting & Budgeting Supervisor
Monthly Cafeteria Income Statement Mon 2/4/13 Mon 2/4/13 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 2/4/13 Mon 2/4/13 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement Mon 2/4/13 Mon 2/4/13 2 hrs Bookstore Accounting Technician
Monthly Bookstore Mon 2/4/13 Mon 2/4/13 2 hrs Bookstore Accounting Technician
51
Balance Sheet Monthly ASO Income Statement Mon 2/4/13 Mon 2/4/13 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet Mon 2/4/13 Mon 2/4/13 2 hrs ASO Accounting Assistant II
Reconcile Revolving Cash & Report On PO Report
Mon 2/4/13 Mon 2/4/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Income Statement Mon 2/4/13 Mon 2/4/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet Mon 2/4/13 Mon 2/4/13 1 hr Accounting Assistant III
Monthly Purchase Order Report Mon 2/4/13 Mon 2/4/13 4 hrs Buyer
Monthly Measure R Report Mon 2/4/13 Mon 2/4/13 2 hrs Capital Outlay Accountant
Monthly Interfund Transfers Mon 2/4/13 Mon 2/4/13 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers Mon 2/4/13 Mon 2/4/13 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update Mon 2/4/13 Mon 2/4/13 8 hrs Director of Business Services
CCFS311 Quarterly Update Fri 2/15/13 Fri 2/15/13 4 hrs Accounting & Budgeting Supervisor
Semi-Annual Peoplesoft Security Audit Fri 2/15/13 Thu 2/28/13 18 hrs Accounting & Budgeting Supervisor
March Fri 3/1/13 Fri 3/29/13 290 hrs General Activities Fri 3/1/13 Fri 3/29/13 34 hrs SACs Update Mon 3/4/13 Mon 3/25/13 8 hrs Categorical Accountant Post LCGL014S Categorical Expense Report Thu 3/7/13 Thu 3/28/13 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 3/7/13 Thu 3/28/13 2 hrs Clerical III
Trial Balance Review Fri 3/1/13 Fri 3/29/13 4 hrs Clerical III,Director of Business Services
Cashflow Analysis Fri 3/29/13 Fri 3/29/13 6 hrs Director of Business Services Higher One Refund Wire Tue 3/5/13 Tue 3/5/13 1 hr Director of Business Services
Higher One Refund Wire Tue 3/19/13 Tue 3/19/13 1 hr Accounting & Budgeting Supervisor
Approve Employee Timesheets
Mon 3/25/13 Mon 3/25/13 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Quarterly Audit of Auxiliary, ASO, etc. Fri 3/15/13 Thu 3/21/13 8 hrs Accounting & Budgeting Supervisor
Budget Planning/Review Activities Fri 3/1/13 Fri 3/29/13 12 hrs
Budget Call to Mon 3/4/13 Mon 3/4/13 4 hrs Director of Business Services
52
Managers Review LCGL012S Budget to Actuals Report Thu 3/7/13 Thu 3/7/13 8 hrs Director of Business Services
Fiscal Year Closing Activities Mon 3/4/13 Mon 3/4/13 2 hrs
Generate & Post End of Year Memo Mon 3/4/13 Mon 3/4/13 2 hrs Buyer,Director of Business Services
Reconciliations Fri 3/1/13 Fri 3/29/13 100 hrs
Accounts Payable Reconciliation Fri 3/15/13 Thu 3/21/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others Fri 3/15/13 Thu 3/21/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-Restricted Fri 3/15/13 Thu 3/21/13 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Fri 3/29/13 Fri 3/29/13 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Fri 3/15/13 Fri 3/15/13 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Fri 3/15/13 Fri 3/15/13 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Fri 3/15/13 Fri 3/15/13 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Fri 3/15/13 Fri 3/15/13 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account Fri 3/15/13 Fri 3/15/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account
Mon 3/18/13 Mon 3/18/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account
Mon 3/18/13 Mon 3/18/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Tue 3/19/13 Tue 3/19/13 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Wed 3/20/13 Tue 3/26/13 16 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Thu 3/21/13 Fri 3/29/13 24 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Fri 3/29/13 Fri 3/29/13 4 hrs Capital Outlay Accountant
53
Reports/Contracts Due Fri 3/1/13 Fri 3/29/13 142 hrs Board Monthly Financials-General Fund Mon 3/4/13 Mon 3/4/13 2 hrs Accounting & Budgeting Supervisor
Monthly Cafeteria Income Statement Mon 3/4/13 Mon 3/4/13 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 3/4/13 Mon 3/4/13 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement Mon 3/4/13 Mon 3/4/13 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet Mon 3/4/13 Mon 3/4/13 2 hrs Bookstore Accounting Technician
Monthly ASO Income Statement Mon 3/4/13 Mon 3/4/13 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet Mon 3/4/13 Mon 3/4/13 2 hrs ASO Accounting Assistant II
Monthly Measure R Report Mon 3/4/13 Mon 3/4/13 2 hrs Capital Outlay Accountant
IPEDS Report Mon 3/4/13 Fri 3/29/13 80 hrs Director of Business Services,Categorical Accountant
Reconcile Revolving Cash & Report On PO Report
Mon 3/4/13 Mon 3/4/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Income Statement Mon 3/4/13 Mon 3/4/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet Mon 3/4/13 Mon 3/4/13 1 hr Accounting Assistant III
Monthly Purchase Order Report Mon 3/4/13 Mon 3/4/13 4 hrs Buyer
Monthly Interfund Transfers Mon 3/4/13 Mon 3/4/13 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers Mon 3/4/13 Mon 3/4/13 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update Mon 3/4/13 Mon 3/4/13 4 hrs Director of Business Services
CCFS311 Quarterly from Feb to Board Mon 3/4/13 Mon 3/4/13 1 hr Accounting & Budgeting Supervisor
EZ Audit Submittal Mon 3/25/13 Thu 3/28/13 32 hrs Director of Business Services
April Mon 4/1/13 Tue 4/30/13 302.67 hrs General Activities Mon 4/1/13 Tue 4/30/13 31 hrs Issue End of Year Deadline Memo Mon 4/1/13 Mon 4/1/13 2 hrs Buyer,Director of Business Services
SACs Update Mon 4/1/13 Mon 4/29/13 10 hrs Categorical Accountant
Trial Balance Review Mon 4/1/13 Tue 4/30/13 4 hrs Clerical III,Director of Business Services
Post LCGL014S Categorical Expense Report Thu 4/4/13 Thu 4/25/13 2 hrs Clerical III
Post LCGL012S Expense Report for Fund
Thu 4/4/13 Tue 4/30/13 2 hrs Clerical III
54
Managers Higher One Refund Wire Tue 4/2/13 Tue 4/2/13 1 hr Accounting & Budgeting Supervisor
Cashflow Analysis Mon 4/29/13 Mon 4/29/13 6 hrs Director of Business Services
Higher One Refund Wire Tue 4/16/13 Tue 4/16/13 1 hr Director of Business Services
Approve Employee Timesheets Thu 4/25/13 Thu 4/25/13 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Higher One Refund Wire Tue 4/30/13 Tue 4/30/13 1 hr Accounting & Budgeting Supervisor
Fiscal Year Closing Activities Mon 4/1/13 Tue 4/30/13 8 hrs
End of Year Calendar Planning Mon 4/1/13 Wed 4/3/13 6 hrs Director of Business Services
Out of state requisition cut-off date Fri 4/5/13 Fri 4/5/13 0 hrs
End of Year Peoplesoft Reports Checklist Mon 4/8/13 Mon 4/8/13 2 hrs Clerical III,Director of Business
Services In state requisition cut-off date Fri 4/26/13 Fri 4/26/13 0 hrs
Reconciliations Mon 4/1/13 Tue 4/30/13 104 hrs
Accounts Payable Reconciliation
Mon 4/15/13 Fri 4/19/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Mon 4/15/13 Fri 4/19/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-Restricted
Mon 4/15/13 Fri 4/19/13 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Tue 4/30/13 Tue 4/30/13 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Mon 4/15/13 Mon 4/15/13 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Mon 4/15/13 Mon 4/15/13 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Account Reconciliation Approval
Mon 4/15/13 Mon 4/15/13 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Mon 4/15/13 Mon 4/15/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account
Mon 4/15/13 Mon 4/15/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
55
Monthly Reconciliation of Cal Grants Account Tue 4/16/13 Tue 4/16/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account Tue 4/16/13 Tue 4/16/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Wed 4/17/13 Wed 4/17/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Thu 4/18/13 Wed 4/24/13 16 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Mon 4/22/13 Tue 4/30/13 24 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Tue 4/30/13 Tue 4/30/13 4 hrs Capital Outlay Accountant
Verify 2nd Quarter Lottery Payment Tue 4/30/13 Tue 4/30/13 2 hrs Director of Business Services
Verify 3rd Quarter Property Tax Payment Tue 4/30/13 Tue 4/30/13 2 hrs Director of Business Services
Budget Planning/Review Activities Mon 4/1/13 Tue 4/30/13 31 hrs
Review LCGL012S Budget to Actuals Report Thu 4/4/13 Thu 4/4/13 4 hrs Director of Business Services
Tentative Budget Salary Projections/Actuals Estimate
Mon 4/15/13 Tue 4/30/13 24 hrs Director of Business Services
Property Tax Reports Due from County
Mon 4/15/13 Mon 4/15/13 2 hrs Director of Business Services
P2 Issued Mon 4/15/13 Mon 4/15/13 1 hr Director of Business Services
Reports/Contracts Due Mon 4/1/13 Tue 4/30/13 128.67 hrs 320 P2 Mon 4/1/13 Fri 4/19/13 50 hrs Director of Business Services Monthly Cafeteria Income Statement Mon 4/1/13 Mon 4/1/13 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 4/1/13 Mon 4/1/13 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement Mon 4/1/13 Mon 4/1/13 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet Mon 4/1/13 Mon 4/1/13 2 hrs Bookstore Accounting Technician
Monthly ASO Income Statement Mon 4/1/13 Mon 4/1/13 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet Mon 4/1/13 Mon 4/1/13 2 hrs ASO Accounting Assistant II
Reconcile Revolving Cash & Report On PO Report
Mon 4/1/13 Mon 4/1/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Income Statement Mon 4/1/13 Mon 4/1/13 1 hr Accounting Assistant III
56
Monthly Auxiliary Account Balance Sheet Mon 4/1/13 Mon 4/1/13 1 hr Accounting Assistant III
Monthly Purchase Order Report Mon 4/1/13 Mon 4/1/13 4 hrs Buyer
Monthly Interfund Transfers Mon 4/1/13 Mon 4/1/13 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers Mon 4/1/13 Mon 4/1/13 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update Mon 4/1/13 Mon 4/1/13 1 hr Director of Business Services
Board Monthly Financials-General Fund Mon 4/1/13 Mon 4/1/13 2 hrs Accounting & Budgeting Supervisor
Enrollment Revenue Report Due P2 Mon 4/15/13 Mon 4/15/13 4 hrs Categorical Accountant
Quarterly Taxes-State (SUI) & Federal Return
Mon 4/15/13 Tue 4/30/13 36.67 hrs Accounting & Budgeting Supervisor
Categorical-VTEA Quarterly Report Tue 4/23/13 Thu 4/25/13 2 hrs Categorical Accountant
Categorical-Nursing Enrollment Quarterly Report Tue 4/23/13 Thu 4/25/13 2 hrs Categorical Accountant
Categorical-CTE Transitions Quarterly Report Tue 4/23/13 Thu 4/25/13 2 hrs Categorical Accountant
Categorical DSS/Calworks Quarterly Report
Tue 4/23/13 Thu 4/25/13 3 hrs Categorical Accountant
Categorical-YDS Mod Completion Report Tue 4/23/13 Thu 4/25/13 1 hr Categorical Accountant
Categorical-Career Tech/SB70 Quarterly Report Tue 4/23/13 Thu 4/25/13 1 hr Categorical Accountant
Categorical-CTE Supplemental Quarterly Report
Tue 4/23/13 Thu 4/25/13 1 hr Categorical Accountant
Categorical-CTE Pathways Quarterly Report Tue 4/23/13 Thu 4/25/13 1 hr Categorical Accountant
Categorical-Workforce Innovation Partnerships Quarterly Report
Tue 4/23/13 Thu 4/25/13 1 hr Categorical Accountant
May Wed 5/1/13 Fri 5/31/13 391 hrs General Activities Wed 5/1/13 Fri 5/31/13 80 hrs SACs Update Mon 5/6/13 Mon 5/27/13 8 hrs Categorical Accountant
Trial Balance Review Wed 5/1/13 Fri 5/31/13 4 hrs Clerical III,Director of Business Services
Post LCGL014S Categorical Expense Report Thu 5/2/13 Mon 5/27/13 4 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 5/2/13 Thu 5/30/13 2 hrs Clerical III
57
Higher One Refund Wire Tue 5/14/13 Tue 5/14/13 1 hr Accounting & Budgeting Supervisor
Cashflow Fri 5/31/13 Fri 5/31/13 6 hrs Director of Business Services Higher One Refund Wire Tue 5/28/13 Tue 5/28/13 1 hr Director of Business Services
ACBO Spring Conference
Mon 5/20/13 Wed 5/22/13 24 hrs Director of Business Services
Approve Employee Timesheets Fri 5/24/13 Fri 5/24/13 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Banner Summer 1st Drop TBD TBD 8 hrs Student Accounts Technician
Annual Employee Reviews Wed 5/1/13 Fri 5/31/13 20 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Memorial Day Mon 5/27/13 Mon 5/27/13 0 hrs
Fiscal Year Closing Activities Wed 5/1/13 Fri 5/31/13 44 hrs
Categorical requisition cut-off date Fri 5/24/13 Fri 5/24/13 0 hrs
End of Year Closing Workshop TBD TBD 44 hrs
Buyer,Capital Outlay Accountant,Accounting & Budgeting Supervisor,Director of Business Services,Categorical Accountant,Accounting Assistant III
Last Day to Use Procurement Cards Fri 5/31/13 Fri 5/31/13 0 hrs
Reconciliations Wed 5/1/13 Fri 5/31/13 108 hrs
Accounts Payable Reconciliation
Wed 5/15/13 Tue 5/21/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Wed 5/15/13 Tue 5/21/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-Restricted
Wed 5/15/13 Tue 5/21/13 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Fri 5/31/13 Fri 5/31/13 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Wed 5/15/13 Wed 5/15/13 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Wed 5/15/13 Thu 5/16/13 1 hr Accounting & Budgeting Supervisor
Monthly ASO Bank Wed Thu 5/16/13 1 hr Accounting & Budgeting Supervisor
58
Account Reconciliation Approval 5/15/13
Monthly Reconciliation of Auxiliary Service Fund Acct.
Wed 5/15/13 Thu 5/16/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account Thu 5/16/13 Thu 5/16/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account Fri 5/17/13 Mon 5/20/13 9 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account Fri 5/17/13 Tue 5/21/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Fri 5/17/13 Wed 5/22/13 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Fri 5/17/13 Fri 5/24/13 16 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Thu 5/23/13 Fri 5/31/13 24 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Fri 5/31/13 Fri 5/31/13 4 hrs Capital Outlay Accountant
3rd Quarterly Interest Income Reconciliation Fri 5/31/13 Fri 5/31/13 2 hrs Director of Business Services
Verify 4th Quarter Property Tax Payment Fri 5/31/13 Fri 5/31/13 2 hrs Director of Business Services
Budget Planning/Review Activities Wed 5/1/13 Fri 5/31/13 128 hrs
Tentative Budget Development Wed 5/1/13 Thu 5/30/13 100 hrs Director of Business Services
Review LCGL012S Budget to Actuals Report Thu 5/2/13 Thu 5/2/13 4 hrs Director of Business Services
ACBO Northern Conference
Mon 5/27/13 Wed 5/29/13 24 hrs Director of Business Services
Reports/Contracts Due Wed 5/1/13 Fri 5/31/13 31 hrs Monthly Cafeteria Income Statement Mon 5/6/13 Mon 5/6/13 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 5/6/13 Mon 5/6/13 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement Mon 5/6/13 Mon 5/6/13 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet Mon 5/6/13 Mon 5/6/13 2 hrs Bookstore Accounting Technician
Monthly ASO Income Statement Mon 5/6/13 Mon 5/6/13 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet Mon 5/6/13 Mon 5/6/13 2 hrs ASO Accounting Assistant II
Board Monthly Financials-General Fund Mon 5/6/13 Mon 5/6/13 2 hrs Accounting & Budgeting Supervisor
59
Reconcile Revolving Cash & Report On PO Report
Mon 5/6/13 Mon 5/6/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Income Statement Mon 5/6/13 Mon 5/6/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet Mon 5/6/13 Mon 5/6/13 1 hr Accounting Assistant III
Monthly Purchase Order Report Mon 5/6/13 Mon 5/6/13 4 hrs Buyer
Monthly Measure R Report Mon 5/6/13 Mon 5/6/13 2 hrs Capital Outlay Accountant
Monthly Interfund Transfers Mon 5/6/13 Mon 5/6/13 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers Mon 5/6/13 Mon 5/6/13 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update Mon 5/6/13 Mon 5/6/13 2 hrs Director of Business Services
CCFS311 Quarterly Update
Wed 5/15/13 Wed 5/15/13 4 hrs Accounting & Budgeting Supervisor
June Mon 6/3/13 Fri 6/28/13 947.72 hrs General Activities Mon 6/3/13 Fri 6/28/13 324 hrs Higher One Refund Wire Tue 6/18/13 Tue 6/18/13 1 hr Accounting & Budgeting Supervisor
SACs Update Mon 6/3/13 Mon 6/24/13 6 hrs Categorical Accountant Post LCGL014S Categorical Expense Report Thu 6/6/13 Thu 6/27/13 2 hrs Clerical III
Post LCGL012S Expense Report for Fund Managers
Thu 6/6/13 Thu 6/27/13 2 hrs Clerical III
Quarterly Audit of Auxiliary, ASO, etc. Fri 6/14/13 Tue 6/25/13 4 hrs Accounting & Budgeting Supervisor
Internal Controls Audit Preparation Mon 6/3/13 Mon 6/24/13 179 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor,Clerical III,Director of Business Services,Categorical Accountant
Annual Review of Class 1/2/3 Records in Warehouse
Mon 6/3/13 Fri 6/28/13 8 hrs Director of Business Services,Warehouse Coordinator
Cashflow Fri 6/28/13 Fri 6/28/13 6 hrs Director of Business Services Estimated Election Costs to Districts (every 2 years)
Fri 6/28/13 Fri 6/28/13 0 hrs
Banner Summer 2nd Drop TBD TBD 6 hrs Student Accounts Technician
Approve Employee Timesheets Tue 6/25/13 Tue 6/25/13 2 hrs
Accounting & Budgeting Supervisor,Director of Business Services
Internal Controls Audit Mon Fri 6/28/13 108 hrs Capital Outlay
60
6/17/13
Accountant,Accounting & Budgeting Supervisor,Clerical III,Director of Business Services,Categorical Accountant
Fiscal Year Closing Activities Mon 6/3/13 Fri 6/28/13 383.72 hrs
Miscellaneous EOY Activities (Research, Other reconciliations)
Mon 6/3/13 Fri 6/28/13 366.72 hrs
Buyer,Capital Outlay Accountant,Accounting & Budgeting Supervisor,Clerical III,Director of Business Services,Accounting Assistant III,A/P Accounting Assistant II
Follow up on AVSOMC Repayment to District (temp. uses VAPA)
Mon 6/3/13 Mon 6/3/13 2 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Estimate Prior Year Recalculation Fri 6/28/13 Fri 6/28/13 1 hr Director of Business Services
Last Day to enter auditable vouchers to be paid by 6/30
Mon 6/17/13 Thu 6/20/13 10 hrs Accounting Assistant III,A/P
Accounting Assistant II
Last to to Enter Physical Inventory: When operational 0 hrs
Bill Reassign Time to Faculty Bargaining Unit Fri 5/31/13 Mon 6/3/13 4 hrs Accounting Assistant III
Mileage Claims and Reimbursement Cut-off date Fri 6/14/13 Fri 6/14/13 0 hrs
Current year PO rollover to the new fiscal year
Mon 6/17/13 Mon 6/17/13 0 hrs
Last Day to Enter Inventory Transactions Fri 6/28/13 Fri 6/28/13 0 hrs
Reconciliations Mon 6/3/13 Fri 6/28/13 81 hrs
Accounts Payable Reconciliation
Mon 6/17/13 Fri 6/21/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-All Others
Mon 6/17/13 Fri 6/21/13 8 hrs
Capital Outlay Accountant,Accounting & Budgeting Supervisor
Accounts Receivable Reconciliation-Restricted
Mon 6/17/13 Fri 6/21/13 8 hrs Categorical Accountant,Accounting
& Budgeting Supervisor Apportionment Payment & Journal to programs
Fri 6/28/13 Fri 6/28/13 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor
Monthly Cafeteria Bank Account Reconciliation Approval
Mon 6/17/13 Mon 6/17/13 1 hr Accounting & Budgeting Supervisor
Monthly Bookstore Bank Account Reconciliation Approval
Mon 6/17/13 Mon 6/17/13 1 hr Accounting & Budgeting Supervisor
61
Monthly ASO Bank Account Reconciliation Approval
Mon 6/17/13 Mon 6/17/13 1 hr Accounting & Budgeting Supervisor
Monthly Reconciliation of Auxiliary Service Fund Acct.
Mon 6/17/13 Thu 6/20/13 4 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Corp & Comm Ed Account
Mon 6/17/13 Mon 6/24/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account Tue 6/18/13 Thu 6/27/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Revolving Cash Account Tue 6/18/13 Fri 6/28/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account
Wed 6/19/13 Wed 6/26/13 5 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Reconciliation of Student Finanical Aid Account
Wed 6/19/13 Tue 6/25/13 9 hrs Accounting & Budgeting
Supervisor,Accounting Assistant III
Monthly Fees & Deposits Bank Account Reconciliation
Fri 6/21/13 Fri 6/28/13 13 hrs Accounting & Budgeting Supervisor,Accounting Assistant III
Reconcile Error Accounts - 1999/2999/3999 Fri 6/28/13 Fri 6/28/13 4 hrs Capital Outlay Accountant
Budget Planning/Review Activities Mon 6/3/13 Fri 6/28/13 9 hrs
Request to Borrow from the Treasury Next Fiscal Year
Mon 6/3/13 Mon 6/3/13 1 hr Director of Business Services
Request to Issue TRANs Next Fiscal Year Mon 6/3/13 Mon 6/3/13 1 hr Director of Business Services
Request for Interfund Borrowing Next Fiscal Year Mon 6/3/13 Mon 6/3/13 1 hr Director of Business Services
Annual Tentative Budget Presentation to the Board
Mon 6/3/13 Mon 6/3/13 2 hrs Director of Business Services
Review LCGL012S Budget to Actuals Report Fri 6/7/13 Fri 6/7/13 4 hrs Director of Business Services
Reports/Contracts Due Mon 6/3/13 Fri 6/28/13 150 hrs GASB 34/35 Asset Reinventory (every 2 years) last done 06/2009
Mon 6/3/13 Fri 6/28/13 40 hrs Director of Business Services
GASB 45 Actuarial Study (every 2 years) last done 06/2009
Mon 6/3/13 Fri 6/28/13 40 hrs Director of Business Services
Negotiate Annual Machine Maintenance & Trailer Lease Rollover
Mon 6/3/13 Fri 6/28/13 40 hrs Clerical III
Annual Peoplesoft Contract Mon 6/3/13 Mon 6/3/13 3 hrs Clerical III,Director of Business
Services
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Board Monthly Financials-General Fund Mon 6/3/13 Mon 6/3/13 2 hrs Accounting & Budgeting Supervisor
Monthly Cafeteria Income Statement Mon 6/3/13 Mon 6/3/13 2 hrs Cafeteria Accounting Assistant III
Monthly Cafeteria Balance Sheet Mon 6/3/13 Mon 6/3/13 2 hrs Cafeteria Accounting Assistant III
Monthly Bookstore Income Statement Mon 6/3/13 Mon 6/3/13 2 hrs Bookstore Accounting Technician
Monthly Bookstore Balance Sheet Mon 6/3/13 Mon 6/3/13 2 hrs Bookstore Accounting Technician
Monthly ASO Income Statement Mon 6/3/13 Mon 6/3/13 2 hrs ASO Accounting Assistant II
Monthly ASO Balance Sheet Mon 6/3/13 Mon 6/3/13 2 hrs ASO Accounting Assistant II
Reconcile Revolving Cash & Report On PO Report
Mon 6/3/13 Mon 6/3/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Income Statement Mon 6/3/13 Mon 6/3/13 0 hrs
Monthly Auxiliary Account Balance Sheet Mon 6/3/13 Mon 6/3/13 0 hrs
Monthly Purchase Order Report Mon 6/3/13 Mon 6/3/13 4 hrs Buyer
Monthly Measure R Report Mon 6/3/13 Mon 6/3/13 2 hrs Capital Outlay Accountant
Monthly Auxiliary Account Income Statement Mon 6/3/13 Mon 6/3/13 1 hr Accounting Assistant III
Monthly Auxiliary Account Balance Sheet Mon 6/3/13 Mon 6/3/13 1 hr Accounting Assistant III
Monthly Interfund Transfers Mon 6/3/13 Mon 6/3/13 1 hr Accounting & Budgeting Supervisor
Monthly Intrafund Transfers Mon 6/3/13 Mon 6/3/13 1 hr Accounting & Budgeting Supervisor
Monthly Audit Findings Status and Update Mon 6/3/13 Mon 6/3/13 1 hr Director of Business Services
CCFS311 Quarterly from May to Board Mon 6/3/13 Mon 6/3/13 1 hr Accounting & Budgeting Supervisor
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